Successful Event Planning the Leadership Consultants with any questions

Overview Continue presentation to learn it all or click the play buttons to jump ahead! Event goals Date and Time Location Budget Catering Entertainment Publicity Safety Information Day of the event Assessment How far in advance? 2 Alcohol

How far in advance? Budget (ASWU Funds)- 6 weeks or as soon as possible Date and time- 5 weeks Venue- 4 weeks Security- 4 weeks Catering- 4 weeks Entertainment- 4 weeks Decorations- 3 weeks (if ordering online) Invitations/publicity- 2-3 weeks Certificate of Insurance when off-campus- 2 weeks Staffing- 1-2 weeks Back to Overview page 3

Define Your Event First, who is planning the event? Just you? Make a list of tasks and take one step at a time! You don’t want to get overwhelmed 2+ people? Make a list of tasks and delegate. Be sure to COMMUNICATE so things to fall between the cracks What are you doing? A dance? Fundraiser? Off-campus trip? Who will you attract? Certain majors? Junior class? Entire student body? What is the purpose? Just for fun? Raise money? Increase awareness? How will you determine if your event was successful? Attendance? Money raised? Back to Overview page 4

Date and Time PLAN AHEAD OF TIME! It is important to plan an event over a month in advance – To insure the location, food, security, entertainment, etc. is reserved in time for the event – View a suggested planning timeline: Something to consider: – You can look for a space that is available during a specific date and time you want OR browse for a date and time when your desired location is not already booked – Jump ahead to reserving a location: Back to Overview page 5

Location This is an important first step: Venue must be secured before proceeding with any other tasks Do you want to have your event… – On-campus – Off-campus Remember to include set-up and clean up times in your location reservation! Back to Overview page 6

To Reserve a Space On-campus Willamette’s online scheduling system: Virtual EMS [ ] Log in with your Willamette Id Remember: You can look for a space that is available during a specific date and time you want OR browse for a date and time when your desired location is not already booked – Click “Browse” Then, click “Browse for Space” This will allow you to see every possible space that can be reserved as well as what is available Important: recognize that each space has a maximum capacity (this is labeled “Cap” right after the room name) Continue to the next slide for more information Back to Overview page 7

On-campus continued… Once you find a space that is available for your event on the right date and time, reserve it! – Click “Reservations” If your reservation pertains to an academic event, go to “Academic Scheduling Request” For every other type of event, go to “General Scheduling Request” – Fill out the ‘When and Where’ and ‘Setup information’ boxes on the right (remember the max. capacity for each room) – On the room you want, click the green + button on the left and then click the yellow continue button on the bottom – Fill out the rest of the information, submit it, and wait for a confirmation ! Contact Jeff Bolt for set up options/needs Back to Overview page 8

To Reserve a Space Off-campus Please have your advisor or Student Involvement staff (UC2) negotiate and sign contracts for off-campus venues Certificate of Insurance from Willamette (COI) – 2 weeks before the event you will need to request a COI – The venue needs a copy of Willamette’s current COI for liability coverage – This request can take up to a week to get processed – Please discuss this with the Student Involvement Staff - UC2 *Make sure you budget the proper amount of money for an off-campus event. Call different locations for quotes. [Budget ] Back to Overview page 9

Budget Discuss your needs and budget accordingly – Make a list of what you need/want Prioritize the list and research costs! Your list could include, but is not limited to: – Off-campus venue – Catering – Security – Entertainment – Publicity: poster, invitations, etc. – Decorations ALWAYS budget money for emergencies! Continue to next slide for more information Back to Overview page 10

Budget If ASWU did not fully fund your event, consider: – Alternative funds? Such as your non-ASWU account – Finding another club to co-sponsor the event with you – Cutting the cost Finding a cheaper location/ have it on campus, eliminate decorations, less/cheaper food, etc. – Changing the date of the event until you have/fund enough money Back to Overview page 11

Catering Arrange catering at LEAST 4 weeks in advance If your event is on-campus and you want to provide food/drinks, you need to use Bon Appetit – for food options, prices, and to place an order – Once you finalize the menu, you or your advisor need to confirm menu details and provide billing information for catering at Bon Appetit Discuss alcohol (if senior event) – Do you want to provide wine and pay a corkage fee? – Make sure to have non-alcoholic options and water – OLCC requires “substantial food” to be served with alcohol and when food runs out, catering will not serve any more alcohol If you want to provide your own food/drinks, for approval Back to Overview page 12

Entertainment ASWU Sound [ ] – FREE to all CLA student initiated sound events – Submit an online request at least 4 weeks before the event – Check online for more information: policies, event calendar, etc. Performers/Bands – Student artists will require additional contracts and insurance – See Student Activities (UC2) for a list of party bands and DJs – Plan accordingly for when bands/artists need breaks – Need to arrange transportation and lodging? Book in advance! Is this in the contract? Ask your Advisor for assistance! Where will the funds come from? Book ahead of time! All entertainment contracts must be signed at least TWO WEEKS in advance. – Remember, your advisor must be the one to negotiate and sign any contract. Back to Overview page 13

Publicity All publicity must include: – Name of event, date and time, location, admission price (even if it’s free), contact information, and name of sponsoring organization(s). Utilize your on-campus resources Banner paper, paint, markers, blue tape: Office of Student Activities Printed posters, fliers: WITS Design and the Print Center Who are your target attendees? – Cater posters, fliers, chalking, social media, , etc. to those you are trying to attract to your event Where will your materials get the most attention? Invitations should be sent at least 3 weeks before the event – Request an RSVP at least one week before the event Depending on catering needs, a headcount might be needed 1-2 weeks before the event Back to Overview page 14 *Please note that ALL posters and chalking must be removed 24 hours after the event or you could be fined

Safety Information Security and wristbands – Contact Angie Vie at Campus Safety Security guards can wear uniforms or “formal/dress” attire Ask Angie if security guards can check IDs (if alcohol is provided ) Risky Events – Inflatables and dunk tanks need additional approval by Scheduling, Events, and Conferences – Need a more detailed timeline—plan ahead Back to Overview page 15

Alcohol Alcohol Request: Scheduling, Events, Conferences will need this as SOON as the event has been booked See the Catering slide for specific arrangements Emily Morris will be on-site the whole night – Depending on the type of event, another Student Involvement staff might be needed Only WU seniors allowed/no guests – Students will have a two drink maximum All student volunteers/staffing will not have alcohol before or during their shifts Performers/vendors will not be allowed to consume alcohol 16 Back to Overview page

Day of the Event Things to think about and plan: Before: – Who will set-up? – When should decorations be put up? – When will vendors arrive at the venue? During: – Who will staff the event? For how long will each shift be? – What is the flow of the event? – Will you make announcements? After: – What needs to be cleaned up? Who will do this? Schedule staffing slots 1-2 weeks in advance *Make sure to include set-up and clean up times in your location reservation Back to Overview page 17

Assessment After the event, spend time reflecting on how it went: – Was it successful based on your goals? – What went well? – What would you change? – Could you have made cuts to the budget? Write it down—this is important for transition documents! Back to Overview page 18