Event Planning 101

2

OverviewI. Purpose

II. Goals

III. The Creative Process

IV. Plan

V. Budget

VI. Resources

VII. Review

VIII. 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, email 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 – email 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 forOur 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!