EVENT PLANNINGFrom Idea - to Execution –

to Evaluation

STUDENT ORGANIZATION TRAININGThe Student Activities Office

Northeastern Illinois UniversityFall 2010

ROAD MAP

IDEA DEVELOPMENTRESOURCES

BUDGETDELEGATIONMARKETINGEXECUTIONEVALUATION

IDEA DEVELOPMENTBRAINSTORMING SESSION

Club Purpose & Target PopulationGoals & AccomplishmentsTraditionRecruit @ All Times

CALENDAR CONSIDERATIONS# of Events Per Year/Semester/MonthComplimenting the Calendar

FUNDING LIMITATIONSEvent-by-Event or Annual Budget Line ItemsEarned IncomeDevelopmental Funds ($100 per semester)

MANAGING POWER

RESOURCES REGISTRATION OF EVENT & SPACE REQUESTS

Cecily Minziti PROGRAM DEVELOPMENT

Sharron Evans, Ian Stroud, Veronica Rodriguez, Tasha Neumeister FUNDING REQUESTS & CONSIDERATIONS

COC Chair Vivian Shelton Sharron (advisor)

SPACE SETUP/FURNITURE/TECHNOLOGY NEEDS Student Union Space – Bettie Dukes, Student Union Other Spaces – Al Cordero, University Events

CATERING Aramark Lakena Figueroa-Foreman

MATERIALS, SUPPLIES, GIVE-A-WAYS, PURCHASES Lakena Figueroa-Foreman

ADVERTISING Rugen Reyes

BUDGET CONSIDERATIONSFUNDING SOURCES ALTERNATIVE FUNDING

OPTIONSEvent-by-Event Submit

to COC 2 weeks before event.

Developmental Funds & Earned Income Access Request 2 weeks before event.

Change of Purpose to COC 2 weeks before event.

Annual Budget – inform SAO Advisor prior to spending; signature needed.

L.E.A.D. AwardClub Co-SponsorshipAcademic Department

SupportProgramming

/Administrative Office Co-Sponsorship

Corporate Sponsorship

DELEGATION – Who Does What?

Space – Secretary or CommitteeFunding – Treasurer

Marketing – Vice President or CommitteeProgram Development Facilitator –

PresidentEvaluation – President

Event Management - Everyone

MARKETINGWho is your target population?Where is your target population?

Post & Distribute AdvertisingElectronic Communications

Facebook, Twitter, MySpace, OrgSync Community Calendar

Word of MouthIndependent Newspaper (club discount)N-VisionCreative Marketing

T-shirts, buttons, meetings, other events, fairs, classroom

EXECUTIONChecks Before 4:30pmCash Box & Tickets Before 4:30pmTraveler’s List – Day before of Day ofSetup & DecorationGreeters & MCFuture Events AdvertisementRecruitmentClean-Up CrewEvaluations

EVALUATIONProcess as a club

What went well?What didn’t go so well & how to we avoid it next

time?Will we have this event again? Did it accomplish the

goal?Review participant evaluationsSend “thank you” notes

SponsorsTech supportVolunteersSupportive Administrators

WHY PROGRAMS

FAIL

GROUP DISCUSSION & PRESENTATION

GROUPS 1 & 2Event DesignPublicitySupport by Club

MembersDay of DisastersProgram/Event

Length

GROUPS 3 & 4LocationSpeaker, Performer,

VendorTimingUniv

Procedure/Policy

1. What are some reasons these particular event elements would fail?

2. What things need to be done to ensure elements will not fail?

REVIEW & QUESTIONSEVENT

PLANNING CHECKLIST

QUESTIONS?

THANK YOU!