Event Planning 101CREATING SUCCESSFUL EVENTS AND PROGRAMS AT CAL POLY POMONA

THE BASICS1. Assess the needs and interests of the audience you would like.

2. What is the purpose of the program? What are the goals?

3. Create a timeline of things to do. Brainstorm!

4. GET ORGANIZED. Pre-plan out the logistics and start scheduling or asking for funds.

5. Once everything is confirmed, start developing the agenda for the day.

6. PUBLICIZE. Think of creative ways to advertise your event, depending on the audience.

7. Run-throughs, check-lists, and last-minute prep.

8. Day of the program tips.

9. After-program to-do list.

10. Evaluate your program, debrief and share your victories!

ASSESSING NEEDS

Think about your club, organization, community, etc. What are things that you feel your club or organization

needs?What are types of programs that you believe can address

those needs?

GOALS & PURPOSE

What do you want to accomplish?How does your event support your goals or purpose?

TIMELINE

When do you want to hold the program?Do you have enough time to plan?

Ask your Advisor for help!

GET ORGANIZED1. Check the master calendar to see if there are any big

conflicts. www.cpp.edu/calendar 2. Schedule all the spaces and wait for confirmations before

you continue planning.3. Ask for funds and make sure you have enough money to

carry out your event!4. Ask for volunteers from your club or other clubs.5. Have you planned this program before? Ask for advice or

tips from previous e-boards!

FUNDING SOURCES - FYI The President’s Special Travel Fund for students attending professional meetings to make original presentations. Applications and information can be obtained at http://www.cpp.edu/~research/rsp/students.shtml or at the Research and Sponsored Programs office is located in Building 1, Room 224.

Funding from ASI councils and ASI Budget Committee. Contact Associated Students, Inc., Student Government at (909) 869-3638 or e-mail asitreasurer@cpp.edu for the council name and contact information and for information about the ASI Budget Committee.

FUNDING SOURCES - FYI Funding from student groups that share the goals of your program. Check myBAR for similar organizations that may be interested in co-programming.

Funding from Instructionally Related Activity (IRA) funds. Contact Associated Students, Inc., Financial Services Office at (909) 869-2800 for a listing of current IRA groups and details about how to become an IRA funded group.

Funding from the department, college, or school may also be available.

DEVELOP AN AGENDA

Once your confirmations for space and funds roll in, start developing an agenda for the day.

Get all your paperwork ready – forms related to food, risk management, funding reimbursements, etc.

Solidify your timeline.

PUBLICIZE!

What are some ways to publicize?

CHECK LISTS

Meet as a team and start planning out the day. What will it look like?

Have you delegated all tasks? Do you have all the necessary paperwork needed? Important to meet as a team to cover all details.

WHEN IT HITS THE FAN…

What do you do if things don’t go your way on the day of your event?

WHEN IT’S OVER…1. Clean up! Take down all posters and publicity.2. Thank everyone! Presenters, volunteers, team, etc.3. Fill out all necessary follow-up paperwork. KEEP RECEIPTS

for funding purposes.4. Debrief as a group to talk about hits and misses.5. Evaluate the event and leave notes for next year’s e-

board. Make sure you pass on your knowledge!

ASSESSMENT ACTIVITY

Get into groups of no more than 6 people.

You need to have at least one President, one Scheduler, and one Treasurer in your group.