CAMPUS EVENT PLANNING Angela Gray-Girton Associate Director for Faith & Justice Dustin Thomas Lewis Associate Director for Student Involvement

Overview of Today 1. Welcome & Introductions 2. Brainstorming: Initial Event Idea 3. Logistics: Planning Stages 4. Implementation: Hosting a Program 5. Review: Post-Event Wrap-Up

Brainstorming ACTIVITY Pick An Organization Notecard Ideas Star Endorsements Focus Your Ideas

Brainstorming Where do ideas come from? What inspires ideas for your organization?

Brainstorming Members Other Organizations Facebook Twitter Friends Students at other school News stories Television Class Google National Organization Professors Mentors Coaches Imagination Volunteer Organizations Barbara Walters High School Collaborations Pope Francis Buzzfeed Instagram PURPOSE

Brainstorming PURPOSE NeedsWants

Brainstorming Filtering Questions 1.Would at least students be interested in this event? 2.Would students leave their halls in rain or snow to come to this event? 3.Is this an event that our organization can do best? If others can do it better, shouldn’t we let them?

Brainstorming Now that you have an idea… let’s talk about stakeholders in your event.

Brainstorming Stakeholders Who has an interest in planning? Who is affected? From whom do I need to gain interest and buy-in?

Brainstorming How does knowing your stakeholders inform the way in which you plan your events?

Logistics Details Date What else is happening Time Who do we want to go Location What space do we need

Logistics Vendors 1.Determine your needs 2.Identify Vendor Options 3.Discuss Expectations Technical/Space Needs? 4.Negotiate Price 5.Advisor signs the contract

Logistics Budget What portion of your total budget does this event get? What are the expenses that are anticipated for this event? What revenue or income is possible?

Logistics Reserving Space Indoor Campus Events contact sheet Online Request System OrgSync Reservations Outdoor Space Fenwick Atrium

Logistics Promoting What are your best practices for Promoting? Timeline? Locations? Creativity? Chalking & Signs?

Logistics Identifying Risks Physical Risks Reputational Risks Emotional Risks Financial Risks Facility Risks

Logistics Risk Assessment Likelihood vs Impact Level Impact Levels LikelinessInsignificantModerateMajorCatastrophic Not LikelyLowMedium High ProbableLowMediumHighExtreme FrequentMediumHigh Extreme

Logistics Mitigating Risks Risk Avoidance Risk Reduction Risk Transfer Risk Retention

Logistics Managing Volunteers What roles are critical? What roles are secondary? What responsibilities can be delegated out to others and what does an event manager need to retain?

Implementation Managing Crowds Planning ahead Giving clear directions Utilizing/Making boundaries Keeping your volunteers in their assignments Calling for reinforcements

Implementation Managing Emergencies First Call: XUPD Second “Call”: Advisor Third “Call”: Student Involvement

Implementation Managing Emergencies

Evaluation Evaluating Why do we evaluate? How does assessing our event help us for the future? WHAT IS THE POINT?

Evaluation Reviewing the Event Attendance? Budget? Success? Accomplished goals? Should you plan this again?

Questions?