1. Pre- Event: Logistics and Budgeting
Event Planning
Pre- Event: Logistics and Budgeting

2. PRE-EVENT

3. Staying Organized In planning your event, abide by the Checklist!
Stay connected with supervisors
Keep your timeframe at the forefront
Ensure everything you plan relates back to benefiting your attendees
This section will give you the resources you need to confirm your event schedule, create your agenda, and design your ad campaign. Each event will abide by a general checklist that can be tailored to your specific event. For everything you do, you must keep your supervisors updated on changes you have made to the original plan. As your events get closer, more constant communication will be necessary. The checklist is designed to keep you on track with dates and expectations for each stage of your planning process, so be sure to check it often! Now, let’s look at the components of your checklist.
Materials: Copy of Checklist

4. Trello Card Create a Trello card Include: Date and time Location
Important updates for office visitors
Be sure to create a Trello Card so the whole office can stay updated on important information. This is where your colleagues can easily check for date, time, location, and any changes in the status or expectations of your event. This is also where your supervisory team will check your status and leave you comments to set up appointments. Your basic card should look like the image on screen.
Materials: Trello website/ screenshot

5. Confirmations Food/Drink Set-up Room Set-up Room Capacity
Supervisors and Staff should be on the same page!
Cancellations and Booking through Event Management
Once you have created an open forum for communication about your event, it is important to connect with your supervisors about confirming your event information. Be sure to find out the nature of the room requests that include how the rooms will be set up and the capacity for each event. It could take weeks to rebook rooms through JMU, so be sure to solve any issues early on and align your goals for the event with the expectations of your supervisors.
If you need to change room requests, be sure to use the forms provided by JMU Event Management. If you need to provide snacks and beverages at your event, please refer to JMU Catering Policies for the proper scheduling.
Materials: JMU Special Event Catering Policies,

6. Agenda Learning Outcomes/Goals Schedule of Event Collaboration
What will students get out of this event?
Why should they attend this event?
Schedule of Event
Half-hour to hour long blocks
Set-up and break down timeframe
Collaboration
Departments, Vendors, Building Staff
Your agenda is the most important part of your event. Without a clear outline, your attendees will not understand how you hope your event will proceed. First, you will need to create learning outcomes and goals for your attendees. What do you hope the students get out of this event? Be sure to make these goals as clear and concise as you can. Next, break down your event based on half-hour to hour proceedings. What do you want to accomplish from start to finish and how long would you like to spend on each activity? If your event is not activity-based, how long will you give for attendees to attend the event? At what point will you start setting up and breaking down your event? Finally, your agenda will cover the contact information for other departments on campus and vendors you will need to stay in contact with. Since your agenda will be your guidebook for the day of the event, make sure all contact information for every person you need is included on the sheet.

7. Advertising Social Media JMU-specific Advertisements Facebook Events
Twitter
JMU-specific Advertisements
Mass
Table Tents
Calendar
OCL Homepage
Posters on Campus
Be sure to get the word out about your event! We realize that a lot of planning goes into all of your events, and we would hate for your attendance to be hampered by a lack of information offered around campus. The idea is to reach students from all aspects of their interactions around campus. So, start with Social Media! Emphasize Facebook and Twitter through event pages and live-tweeting during the event. If your event will have multiple hours or days, this will give attendees more options and reasons to come to your event after it has already started. Also, use the resources JMU provides to get information out to the student body. At a minimum, your ad campaign should cover mass , table tents, the JMU calendar, the OCL homepage, and posters for campus and Harrisonburg buses. There are other places that will accept advertisements, so be creative. All forms can be found on the Event Management website. Be sure to create a schedule of deadlines for each form.
Materials: OCL Facebook login, OCL Twitter login, request forms for , table tents, calendar, OCL homepage text, and posters. Publicize Your Event

8. Optional Advertising Banners Chalking Engage your Creativity
Use the Clubhouse
Reserve space on campus
Submit Requests early
Chalking
Creating a banner advertisement for your event is optional for smaller events, but mandatory for large events like the Housing Fair. You will be responsible for decorating your banner and choosing the text that will be displayed. You can use the Clubhouse in Taylor to create the banner with whatever materials you need. Banner requests should be reserved two weeks in advance, and the text should be sent to OCL’s Graduate Assistant 3 weeks prior to the day of posting.
Chalking is scheduled on a first-come, first-served basis for three days at a time. You must contact the location coordinator to reserve this space.
Materials: Scheduler List, University Facility Information, Scheduling Processes

9. Finalizing
Once you have created your agenda and followed the checklist for planning your event, work within your budget to make this your best event!
Communicate with Supervisors
Keep your Learning Goals/Objectives in Mind!

10. What is a Budget? Expectations Tools for building
You’ll be given a set amount of money for each event to work within
All expenses for your event must be paid for using this budget
Tools for building
Excel Spreadsheets
Communication through Trello
Communication with your supervisors

11. Common Issues Miscommunication Cancellations/Over Booking Vendors
Team Members
Make sure everyone is on the same page!
Cancellations/Over Booking
Try to plan for back-up vendors with similar costs or emergency funds if last minute changes must be made

12. Your Turn
Your first event of the semester is just around the corner! You will be planning the Roommate Mixer for the end of the semester. Given the estimated audience size and budget provided, plan your event to include light refreshments and some giveaways.
* All food must be provided through Aramark/JMU Dining Services.
Event Title: Roommate Mixer
Audience Size: 60 students
Budget: $200
Materials: Catering Guide

13. Minute 3
Problem #1: Your supervisor has calculated the receipts from the last event, and there are some errors in their budget. Since that team went over, she has to take money from your budget to balance out the month. Your new budget is $165.

14. Minute 7
Problem #2: After advertising on Facebook and through JMU, you realize more students might show up than originally expected. How would you account for the extra guests and possible shortage of resources?

15. Wrap Up What did you learn from this activity?
What was the most challenging aspect?
Do you think you could put one of these together for a similar event through OCL?
Take this time to disclose any ideas the facilitators have about how to handle any of these situations.

16. Reminders Always aim for being UNDER budget
Your overages affect other events!
Be sure to get final approval from supervisors before committing to your budget and vendor prices

17. Pre- Event Communication
Vendor Communication
Timely
Organized
Consistent
Attendee Communication
Prompt responses
Reminders
Communication with Vendors is extremely important. It is part of your responsibility to make sure the vendors are receiving correct information in a timely manner. One thing that people often don’t realize is that if you are working with others to organize the event sometimes communication with vendors’ overlaps and mixed signals are sent. To ensure that everyone is on the same page and to cover all your bases use trelo and this spreadsheet to update other employees.
For communication with attendees be sure to follow the guidelines we talked about during professionalism training. This includes professional s and phone calls. It is important to respond promptly (within 24 hours) of someone inquiring about an event. Once the final attendee list is complete send them a reminder the day before the event.
Materials: Vender Pre-Event Communication Tracking

18. EVENT

19. Event Communication Employee Communication Vendor Communication
During the event it is important that you have excellent communication with fellow employees and any possible vendors. To do this have a meeting right before the event during set-up to ensure everyone is on the same page. During the event if there are any issues you will have everyone’s number if you need to contact someone.
To ensure proper fellow employee communication we are going to take the time now to create a document with all of your numbers on it. The document will be sent to you after today’s training.
When communicating with vendors during the event, make sure you are respectful and follow the professionalism guidelines.
If there is an issue with one of the vendors, do not address it in public. Analyze the situation; decide if you can handle it or if you need to contact Lisa. If you feel that you are able to handle the situation yourself pull the vendor to the side and discuss it privately.
Materials:
Master Employee Roster with Numbers dock

20. Event Execution

21. Before Event Begins Arrive early Walk through the event space
Clarify with staff of your reservation there.
Unpack equipment and supplies
Inspect shipped food/materials
Set up registration area.
Make sure that signs are posted
Check with volunteers to make sure all tasks are covered
Arrive early! Be at location of event an hour before it starts.
Make sure to walk through the event space and clarify with staff of your reservation there.
Unpack equipment, supplies, and make sure nothing is missing.
Personally inspect shipped food/materials to be sure that
all of your items have arrived and that they are in
good condition.
Set up registration area.
Make sure that signs are posted so that people are not confused of the location of your event.
Check with volunteers to make sure all tasks are covered

22. During the event Greet guests Direct them to where they need to go.
Report any problems to your supervisor.
Check refreshments and supplies constantly.
Cater to guest needs or wants.
Greet guests and be very outgoing and helpful.
Direct them to where they need to go.
Report any problems to your supervisor immediately.
Constantly be checking

23. POST-EVENT

24. Post Event Clean up the venue completely.
Be the last one there returning space the way you received it.
Answer any questions clients or volunteers have for you.
Make sure to clean up the venue completely. Be the last one there making sure everything is back to the way it was when you received it.
Answer any questions clients or volunteers have for you.

25. Scenarios
Please take the time to read the scenario issued out to your group. Brainstorm different ways you would handle this situation and be prepared to share with the rest of the training group!
You show up to the event space an hour before your event and it seems to be in use. You talk to the venue and they say there has been some sort of mix up with the reservation and you will not be able to use the room. What should you do in this situation? List the steps that you will take in solving this problem.
Your event seems to be going well until it seems that more people showed up than RSVP'd. Your supplies and refreshments seems to be running out and the venue is getting to crowded. What are some actions you can take to relieve this problem?

26. Wrap Up What are some important take aways from this activity?
What were some challenges you faced when executing the event?
Do you feel confident enough to run an event of your own after receiving this training?
What are some important take aways from this activity?
What were some challenges you faced when executing the event?
Do you feel confident enough to run an event of your own after receiving this training?

27. POST-EVENT

28. Follow Up How did the execution stage of the event go?
What should be changed?
Contact the vendor

29. Survey the Participants
Record names and s
Mass all attendees
1) Did the event help you to find housing, a roommate, etc.
2) What did you learn through this event?
3) What did you enjoy about this event?
4) What resources or knowledge could OCL provide to make your experience better next time?
5) What did you dislike about the event?

30. Survey the Vendors
How was the communication with OCL employees prior to the event?
Were event expectations clearly explained?
What did you expect from the event?
Were your expectations met?
How would you improve future events?
Other comments:

31. Meet With Your Supervisor
Record strengths and weaknesses during event
Schedule a meeting with your supervisor 1-3 after event
Discuss strengths, weaknesses and planning a future event

32. Thank the Vendor Maintain the OCL relationship! Formal Business Letter
Should be set up 1-3 days after event

33. Formal Letter Example
Off Campus Life Festival Conference & Student Center Harrisonburg, VA November 12, 2013 Stonegate Apartments 1820 Putter Court Dear Ms. Jones, Thank you for helping to create a successful event with the OCL Team! We appreciate your continued support as we help our students find the perfect match as they look for off campus housing. We hope to work with you in the future. Sincerely,

34. Activity
You are preparing for your meeting with your supervisor after The Off Campus Housing Fair in Festival Ballroom. You remember some things did not go as planned and you want to fix these problems for future events. Read each scenario question below and choose the option that addresses the situation

35. Activity
Scenario 1: One of the vendors did not have a table to display their business, what should you have done in this situation?
A) Ask the Festival coordinator if you can borrow another table
B) Apologize to the vendor and ask them to politely leave
C) Ask them to stand without a table
Scenario 2: One vendor does not show up, how should you contact them?
Write a formal business letter politely reminding them to contact OCL before the event about their absence
Write a formal business letter telling them OCL will no longer with them
Do not contact them
Scenario 3: An attendee has a horrible experience at an event, how do you handle this?
A) Apologize, present them with “give-aways” from vendors and follow up with an apologizing again
B) Ask them to leave
C) Ignore them
Scenario 4: You want to thank the vendor. How do you do this professionally?
A) Send them a formal business thanking them professionally
B) Thank them in person after the event
C) Do not thank them