Event Planning & Programming Workshop
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Transcript of Event Planning & Programming Workshop
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EVENT PLANNING & PROGRAMMING WorkSHOP
Montana State University BillingsStudent Union & Events Office
SUB 219
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Event Planning Steps
*Goals & Objectives*Planning*Implementation*Assessment
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Goals & Objectives
*It’s very important to evaluate your campus, target audience and current programs on campus. *By setting goals & objectives, you will have a guiding force behind planning your event.
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Campus culture
*Know your campus! *What is the culture of campus?*Will the event be controversial?
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NEEDS OF CAMPUS
*IS THIS AN EVENT OR PROGRAM THE CAMPUS IS IN NEED OF?*What other events, if any, are similar to your event or already being done?
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Setting Goals
*Set clear and concise goals for your event*Consider the steps you will need to take to achieve the goals
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S.M.A.R.T. Goals
*Specific-you should have a specific goal in mind*Measurable-what strategies will you use to measure your progress? *Attainable-Be realistic about the goals you are setting* Relevant-Is it relevant to what you’re currently doing?* Time-Bound-Set a date for your goals & have a timeline
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Planning
* Planning takes a lot of work and time. *Think about strategic people and groups on campus to partner with for your event
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Committee
*Meet regularly to check in on updates*Have a member of the target population for event on committee*Know your members' strengths
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Permissions & Paperwork
* Be sure to get the proper paperwork filled out with the SUB and University.*This includes: Hospitality Forms, Fundraising Forms, & Use Of Campus Grounds Forms
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resources
*Budget-How will you pay for it? What are your funding options?*Venue-Where will you host your event? Use space Creatively!*Equipment- What will you need for A/V & Sound?*Volunteers-Who will work your event?
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Timeline
*Create a timeline & Stick To it, but allow for flexibility if needed*Work backwards in creating a timeline*Meet regularly with your group members to check in on progress
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Implementation
* Implementation of your program is also a lot of work but can be really rewarding!
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Schedule
*Create a schedule of your event for your volunteers and workers. This keeps everyone on the same page
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marketing
* Use a variety of media and social media*Avoid Jargon & Accronyms*Be Creative!*Time it carefully*Keep the message consistent across all platforms
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delegation
* Be realistic about work load and getting tasks accomplished*Don’t overload yourself by trying to do everything on your own.
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Post Event Assessment
* Evaluating your event is extremely important. Many of our campus leaders are looking for assessments of how events end up going*This could potentially lead to more funding for your event(s) in the future.
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evaluation
* Gain feedback on the event through evaluations & comment cards*Touch base with any vendors you use to see what worked & what didn’t*Have a post-Event meeting with your group
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Administrative decisions
* Through your evaluation, you must determine if you want to: -Modify your program-Continue Your Program-Abandon Your Program
*Usually, it’s a combination of Modification & Continuation
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Documentation
* Keep a record of all aspects of your event*Put together a binder or flash drive of information including your budget, receipts, important email or correspondence
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Most Importantly:
*Be sure to enjoy the event yourself! You put in a lot of work, so soak it all in. *Don’t sweat the small stuff. Most people won’t be able to tell that something went wrong during the event!
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References
Cuyjet, M. & S. Weitz. “Program Planning & Implementation.” The Handbook of Student Affairs Administration. Pgs 545-564.