Planning Successful Events A Guide for Student Leaders Spring 2014 Leadership Workshop Series Office of Student Life University Union Room

First Steps What is the purpose of the event? – Fundraiser – Performance – Social Who is your target audience? – Just your organization – NAU students, faculty, staff – Flagstaff community

Brainstorming Ideas Possible Events – Concert – Clothing Drive – Dance – 5k walk/run Possible locations (all events held on campus must be approved through the Office of Student Life) – University Union – Dubois Center – Outdoor Fields – Auditoriums

Things to Consider How many people would you like to attend? What is the level of risk involved? How much funding will you need, and how do you plan to fund the event? Do you have enough members willing to help with planning the event? Can you possibly link up with another group having an event?

Picking a Date What other activities are happening on campus on that day/during that time that may conflict? – Event Calendar – Academic Calendar When is the location available? Make sure you have enough time to plan accordingly

Important Dates for Spring 2014 March 17-21Spring Break April 28-May 2End of Term Week May 5-8 Finals Week May 9-10 Commencement

Two to Three Months in Advance Visit Student Life during walk-in hours (Mon-Th 1:30-5:00, F 2-5) Event Form – Desired location – Ideal date – Purpose of event and details Speaker/Performer information

Two to Three Months in Advance Reserve location Food waiver and/or catering order Funding options (ASNAU, STAC, donations, other) Submit all required documentation to Student Life Receive final approval from Student Life

One Month in Advance Volunteers/staff for event – Marketing, set-up, tear-down, food, etc. Marketing – Flyers, True Blue Connects, website, KJACK, The Lumberjack, UTV62, Student Life monitor, tabling, NAU event calendar, Facebook Other details – Equipment (sound, tables, projectors, signs) – Order food – Security – Parking

Three Weeks in Advance Distribute promotional material/advertising Pick up or purchase necessary supplies Start ticket sales/distributions

One to Two Weeks in Advance Continue with promoting event Confirm all details with those performing, volunteering, participating

Day of the Event Place signs and decorations Set-up crew Hand out flyers Make sure all volunteers are in place Tear-down crew

Post Event Return all rented and borrowed equipment Remove all advertisement displays and posters Thank advisers, members, volunteers, sponsors, etc. Write down notes for future events – Attendance – Budget – What went well – What could be better

Post Event-Student Life You will receive an from Student Life with a link to a follow- up form which is due a week after the event If your event required release forms, you will need to submit all copies to the Office of Student Life

Keep In Mind What and where Biggest resource = building/event manager Walk through Think from the participant’s side Decision-making  a lot can be done on your own Importance of marketing! Make good friends with your connections while remaining professional

Example Events Carnival Turkey Trot Family Game Night ASNAU Loves the Jacks Candy Bar Event

What events do you have in mind?

Questions?