Event Planning 101

2 Overview  Purpose  Goals  The Creative Process  Plan  Budget  Resources  Review  Exercise

3 Purpose The purpose should answer the question: WHY? Why are we doing this event? What do you want to accomplish? At the end of the event guests will have…will be able to…will have learned… –Network –Engage –Fundraise –Others…

4 Goals Goals are established once the purpose of the event is determined. Use the S.M.A.R.T. model to help you set goals for your event. –Attendance –Programming –Fundraising –Satisfaction Build your team and event plan to help you succeed in achieving those goals.

The Creative Process The creative process is the most important step but is usually overlooked in planning. Take the time to brainstorm as many creative ideas as you can. Prioritize which ideas you can realistically or immediately achieve and help you to reach your goals. The more ideas you generate the more options you have for developing programs that are engaging, creative, innovative, inspiring and most importantly tell your story. 5

6 Plan Create a task list that covers your event from beginning to end. Use the “before, during, after” method to flush out details. Develop a team to help execute portions of the event – i.e. split the work load! Major areas to plan for: –Program – speakers, entertainment, event timeline –Logistics – venue, parking, rentals, registration area, food and beverage, decorations, –Communications – publicity, messaging, scripts, invitation design, blasts, branding, social networks, surveys and thank you letters –Budget – venue, parking, comps, food and beverage, invitations, printing and postage, rentals –Registration – RSVP method, check in lists, name tags, seating

7 Budget Consider ALL potential costs –Deposit fees, printing and postage, location fees, food & beverage minimums, tax and gratuity, parking, décor, entertainment, travel expenses, complimentary tickets, awards and giveaways Identify potential sponsors and in-kind partnerships –USC and beyond –Sponsors like recognition, tickets and exposure to the Trojan Family Include a contingency of at least 10% overall total event cost Establish a ticket price that covers minimum cost per person – include tax and gratuity Get everything in writing – is a natural time stamp Stick to your budget!

8 Resources USCAA staff representative The Trojan network USC campus partners/Student Activities Local convention and visitors bureau yelp.com

9 Review Assess your results Reconcile the budget Close out and deposit necessary proceeds Make vendor payments Seek feedback from attendees and colleagues Utilize attendee feedback for future events Analyze challenges/determine successes Discuss opportunities Always say thank you!

10 Points to Consider for Our Exercise Budget Target audience/attendance goal Location Event timeline Communication plan Sponsors and partnerships Effective use of available resources Catering food/beverage Volunteer management Giveaways Program/entertainment BE CREATIVE!