Event planning

1
Event planning

• Presented by
• Amy Reeves
• Assistant Director for Campus Programs

2
EVENT PLANNING

• FOR BASIC GUIDELINES AND HELPFUL HINTS, REFER TO
  YOUR YELLOW PAGES MANUAL OR CD

3
NUTS AND BOLTS

• Think through what you want at your event
• Make a check list
• Set deadlines
• Form a committee of at least three to help you
• DELEGATE!!
• Begin planning at least TWO months ahead
• Select your date, then check calendars

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NUTS AND BOLTS

• Register your event on Student Activities webpage
  (www.baylor.edu/student_activities)
• Set your budget and think about
• Are you fundraising
• Are you getting money from Student Life Fund
• Are you partnering with other orgs
• Are you charging your guests
• Reserve your location on campus

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NUTS AND BOLTS

• Will you have contracts or invoices?
• General Council
• Risk management
• Insurance (1 million)
• Approved through the University?
• What is required for your program?
• Sound equipment
• Generator
• Tables/chairs/trash cans

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BUDGET

• General costs to plan on for larger events
• Food
• Music
• Generator to power music if using a larger system
• Marketing materials
• Cleaning/Facilities fees (depends on location)
• Decoration
• Extras (inflatables, giveaways, etc.)

7
MARKETING

• Make a list of how you want to advertise for your
  event (Examples)
• Posters
• Flyers
• Newspaper
• Chamber Banner
• Facebook invite
• Selling shirts
• Chalking

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MARKETING

• Know the guidelines for what you can and cant do
  REFER TO THE POLICY MANUAL
• There is such a thing as good marketing, and bad
  marketing (see examples)
• BE CREATIVE CLEAR with your marketing
  challenge yourself to think outside the box!

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THE DAY OF

• Be sure your team of helpers knows the schedule,
  and will be there to help from start to finish
• If you are bringing outside vendors, be sure you
  give them food and water
• Be flexible! If something changes the day of your
  event, dont panic. Work together to come up with
  a solution
• HAVE FUN! Enjoy your hard work!

10
EVALUATION

• Be sure to schedule a post-event meeting with
  your committee to discuss how the event went
• Review your expenses and double check that all
  vendors and bills were paid
• Talk through how you want to change the event in
  the future
• Encourage each other in the successes!!

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QUESTIONS?

• REFER TO THE YELLOW PAGES/CD
• Talk to someone! Student Activities is always
  happy to help you figure things out!
• Additional questions Email me at
  Amy_Reeves_at_baylor.edu
• THANK YOU!