help! my rso needs help planning a large scale event
TRANSCRIPT
HELP! My RSO needs help planning a large scale event
Objectives• Define a large-scale/complex event• Identify how to create goals for an event• Know how to make a budget• Understand event planning logistics– Location– Parking– Food– Contracts with vendors, performers, lecturers, etc.– Risk Management– Marketing
• Go over an event planning timeline
Background• Current position– Assistant Director, Student Center
• Career path– Undergraduate– Master’s in College Student Personnel– Assistant Director of Operations, Recreational
Sports at Purdue University
What constitutes a large-scale event?
Large-Scale/Complex Events• Attendance (Over 100 attendees)• Tickets (paid or free)• Contracted Services• Police/ Security• Advanced Audio/ Visual Support• Alcohol• Event Title includes: Social, Festival, Carnival,
Dance, Fashion Show, Pageant, Auction, “Week,” Open Mic, Concert, Comedy, or Culture Show
Event Goals/Purpose• What is the purpose? (fundraising, educational,
entertainment?• Who is the “audience”?• What is the theme?• Who’s in charge?
– Determine who the point person will be– Determine if the point person will need committee(s) or people to
assist in planning and at the event
Budget• 1. Describe Program Elements
– Start by making a list of everything you might need for your event. Try to be as detailed as possible.
• 2. Estimate Costs– Add the cost of each program element. Itemize
whenever possible. Try to obtain quotes or estimates from vendors. If an unknown cost might vary greatly, consider making various scenario budgets. Expenses can include, but are not limited to, cleaning, rental of equipment, food, security, etc.
• 3. List Proposed Revenue– Include proposed revenue sources. These might be
existing funds, University funding, member dues, or ticket sales. If you are selling tickets or products, explain how you will pay for items up front. Your revenue total should always be equal to or larger than your cost total.
• 4. Have a Contingency– Encourage you to have a contingency of about 10-
15% of your total estimated costs, as unexpected items may pop-up right before, during or after your event
Budget: Sample
http://www.mtsu.edu/studenteventplanning/documents/Budget_Planning_Worksheet_EXAMPLE.pdf
Sample from Middle Tennessee State University
Budget• Funding Sources– Undergraduate Student Government• http://usg.rso.siu.edu/rso/funding.html
– Fundraising– Co-Sponsors/Sponsors• RSO’s• Departments• Off-Campus
– Ticketing – Other University Funding• Grants
Event Planning Logistics: LocationWhat to consider when choosing a location:• Number of attendees• Configuration of space
– Check-in tables– Catering tables
• Audio-visual needs– Podium– Projector– Screen– Sound– Lighting
• Cost• Event Planning Contact list for campus:
– http://getinvolved.siu.edu/_common/documents/sild-contact-list.pdf
Event Planning Logistics: Parking• Campus Parking
– Pay Station Lots– Decal Lots– Meter– Can arrange parking for guests per event by contacting the parking division at 618-453-5369 or
[email protected] – More information: http://parking.siu.edu/
• Off-campus Venue Parking Considerations– Number of spots– Requirement of passes/decals– Time of day parking is needed
Event Planning Logistics: Policies• University Policies
– Outlines university policies such as firearms, animals, alcohol, etc. – http://policies.siu.edu/other_policies/index.html
• RSO Handbook– Outlines solicitation, travel, disciplinary procedures, etc.– http://getinvolved.siu.edu/_
common/documents/registered-student-organization-handbook.pdf • Venue Policies and Procedures
– Every venue will have specific policies/procedures. Make sure to ask your venue for these when you schedule.
– Student Center example: http://studentcenter.siu.edu/scheduling/index.html
Event Planning Logistics: Food• Reminders to consider
with food:– Event Type– Audience– Number of people– Budget– Food allergies
Event Planning Logistics: Food• Any caterer on campus
must be on the University’s Approved caterer list:– http://procurement.siu.e
du/_common/documents/howto/caterers.pdf
• Any caterer at the Student Center must be on the Student Center Preferred Caterer’s List or follow Student Center food guidelines.
Event Planning Logistics: Student Center Catering and Food PoliciesFood Guidelines and Rates
1. The Student Center requires that University departments, Registered Student Organizations (RSO’s) and the general public utilize the Student Center Preferred Caterer’s List for all catered events. This list and business contact information can be found on the Student Center Catering website: studentcenter.siu.edu/catering/. Here is also a list of the businesses:
17th Street Bar and Grill
Annex Coffee and Deli
Bandana’s Bar-B-Q
BBQ Heroes
Cristaudo’s
Crystal’s Catering & More
Fantabulous Foods
Fat Bottom Betty’s
Great Boars of Fire
Golden Corral
Heartland Catering
Hunan
Honeybaker’s
Larry’s House of Cakes
Longbranch
Mary’s Restaurant
McAlister’s Deli
Moe’s Southwest Grill
The Newell House
One Hot Cookie
Reema’s Indian Cuisine
Town Square Market
The Wedding and Event Garden
2. University departments, RSO’s and the general public are responsible for letting the Student Center Scheduling Office know their caterer of choice at least 12 business days in advance. The Student Center will act as a liaison between the customer and caterer, coordinating all event logistics in regards to food including but not limited to, arrival time, kitchen use, linen and equipment needs.
Event Planning Logistics: Student Center Catering and Food Policies
3. For groups wanting to utilize a caterer not listed on the Student Center’s Preferred Caterer’s List, there will be $50 fee assessed for events under 100 people and a $100 fee assessed for events with 100+ attendance. This caterer MUST be listed on the SIU Approved Caterer list.
4. The Student Center must know about all deliveries and pick-ups from Student Center Preferred Caterer’s at least 2 business days in advance.
5. Pizza may be picked-up or delivered from pizza businesses to the Student Center. Groups may order from pizza businesses on the SIU Approved Caterer list (Little Caesar’s, Papa John’s, Pizza Hut, Primo’s Pizza, Pagliais, Quatro’s). However, orders from these businesses must be for pizza and beverages ONLY.
6. For deliveries, pick-ups and events which fall under the Small Food Policy, groups are responsible for bringing their own ice.
7. Under the Student Center’s Small Food Policy, groups may bring in prepackaged, non- homemade food. For events with food that has been delivered, picked-up or which falls under the Small Food Policy, a $30 minimum housekeeping fee may be charged if Student Center space is left unclean after use.
8. All groups in violation of any food policies will be given a written warning for the first and second offenses. A third violation will result in suspension of a groups food/catering privileges for up to one semester
Food Guidelines and Rates (contd)
Timeline OverviewDeliveries – 2 business daysSmall Food – 2 business daysCatering – 12 business days
Rate Overview$50 Non-Preferred Caterer Fee(less than 100 attendance)$100 Non-Preferred Caterer Fee(+100 attendance)$5 Non-Preferred Caterer Pizza Fee$30 Housekeeping Excessive Clean-up Fee
Event Planning Logistics: Contracts• Involve Student Life and advisors in
contract negociations.• DO NOT SIGN ANYTHING without
consulting the university first.• This process, on average, can take a
minimum of 4-6 weeks, so make sure to plan accordingly!
• Movies– Two main distributors on campus are
Swank and Criterion. You must work with Student Life to get rights to show movies!
• Music– The university pays copyright fees for
ASCAP and BMI, which cover the use of any recorded or performed music to be played on campus.
Event Planning Logistics: Marketing• Why market?
– Building visibility for your event– Increase attendance– Connect with audience
• Where do you market? University Facebook University TwitterRSO Facebook/ TwitterFacebook Event PagesRSO Website
Sidewalk ChalkingPosters/ BannersGlass DisplaysBulletin BoardsPersonal Invitations
RSO AnnouncementsOrgSync CalendarEmail BlastPR ReleaseDaily Egyptian AdTabling & Flyering
• Resources– SIU Student Center Marketing and Graphics– Printing and Duplicating– Public Relations Student Society of America (PRSSA)
Event Planning Logistics: Risk Management
• Events may be high risk if they include:-Alcohol-Strenuous Physical Activity-Sports Tournament-Water activities-Marathon-type activities-Paintball -Sale of Product
-Inflatables-Carnival Games-Exhibitions-Mechanical Equipment (ex : tractor pull)-Presence of animals-Loaned/rented equipment
-Charging admission-Public attendance-Display with fire, chemicals or hazardous substances (ex: fireworks)-Street closures-Travel
• This means there is potential for:-Mental or bodily harm-Need for Safety gear-Rowdiness
-Stage rushing-Exposure to elements-Financial loss
-Property damage-Theft
• You may need to arrange:-Department of Public Safety-Athletics Special Event Ticketing
-Insurance-Waivers
Event Planning Timeline: 2-3 Months Out
1. Goals/purpose of program2. Date/time/location (including rain location, if needed)3. Budget4. Create deadlines for when things need to be
accomplished5. Stakeholders– Include organizations/departments that can be involved– Delegate tasks to committee members and follow-up on
progress– Consider volunteer duties the day of the event
Event Planning Timeline:1 Month Out
1. Work Student Life Accountants, professional staff and graduate assistants to request contracts, vendor estimates, rental equipment and schedule campus resources (PSO, Catering, Printing and Duplicating, DPS
2. Confirm facility reservation/set-up
Event Planning Timeline :2-3 Weeks Out
1. Start and/or continue to publicity of program2. Confirm with Student Life amount in Student
Life account ($)3. Schedule payment/have fiscal officer forms
signed for anything that needs paid for
Event Planning Timeline :1 Week Out
1. Confirm delivery/arrival and set of any rental equipment or other off-campus resources
2. Confirm and communicate duties to volunteers3. Confirm set-up/arrival time for any on-campu
resources4. Have final planning meeting to confirm last
minute details5. During this time period, remember, “Less
planning more run-through”
Event Planning Timeline :Day of Execution
• If you are the event leader, make sure to delegate!
• Make a to-do list for the day of the event• Develop and communicate an event schedule• Plan for clean-up
Event Planning Timeline :Post-Event
1. Make sure all supplies are returned2. Complete a program evaluation. Make sure
to include:– Planning notes– Budget Information– Promotional materials
Keys to being successful
• Keys to being successful– Communication– Organization– Be a problem solver!
Questions?
Sarah VanVoorenAssistant Director- Scheduling/Operations
Student Center618-453-3472
Need help? http://getinvolved.siu.edu/