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CAMPUS EVENT PLANNING
T H I N K
BIGSTART
SMALL
Keeping you on TRACK and ON TIME.
Programming: TIPS, TRICKS & TOOLS
INTRODUCTION
FEEL FREE TO ASK QUESTIONS AS WE GO!
CURTIS BELLEVENT PROGRAMMER
BUSU
[email protected]@DURTICUS
2006-2008 President Cambrian Athletics 'Association
2009-2012, Event Coordinator Brock University Students’ Union
2012-2014, PresidentCambrian Students’ Administrative Council 2013-2014, PresidentCollege Student Alliance
U N D E R S TA N D I N G Y O U RT E A M & R O L E
Brock University Students’ Union 2014-2015
ORGANIZATION: TIPS, TRICKS & TOOLS| CURTIS BELL
THERE’s AN APP FOR THAT
ASANA.COM – FREE
EVENTS & SOCIAL MEDIA: TIPS, TRICKS & TOOLS |
THERE’s AN APP FOR THAT
TRELLO.COM – FREE
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
THERE’s AN APP FOR THAT
SKITCH – FREE
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
THERE’s AN APP FOR THAT
SKITCH – FREE
Communication/Productivity: TIPS, TRICKS & TOOLS | CURTIS BELL
BRIEFS OR… BRIEFS?
INTRODUCTION
PRODUCTIVITY: TIPS, TRICKS & TOOLS | CURTIS BELL
SUPERCHARGE MEETINGS
PRODUCTIVITY: TIPS, TRICKS & TOOLS | CURTIS BELL
DATE, TIME, LOCATION
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
KNOW YOUR AUDIENCE
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL
MEASURING SUCCESS
TIMELINE Task Tips
4-6 weeks prior to event
Finalize date
Do a reality check on event size
Conduct risk assessment of event
Submit event application form for approval
Is this a good date for the target audience? ▪ Exams; weekend; holiday; other competing events
Do you have resources (people/time, $) for a large event ▪team up with another club
4 weeks Complete ‘Event Planning’ Phase Planning NOW saves tons of frustration later▪‘PEO Master checklist’
2-4 weeks Finalize: Facilities/equipment; staffing; communications; ERP
Finalize approved budget▪‘Event Planning Checklist’
1-2 weeks PEO/STAFF/Volunteer Meeting ▪Run through details/expectations ▪Assign tasks to be completed...accountability
Event Day Complete ‘Day-of-Event’ Planning ▪Do you have a contingency plan?
Post Event Complete ‘post event’ planning phase ▪Follow up is essential!
Organization: TIPS, TRICKS & TOOLS |CURTIS BELL
Th
e B
IG P
ictu
re
FROM START TO FINISH
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
FACILITIES SUPERVISION DOCUMENTATION EMERGENCY RESPOSE PLAN
Bookings- Space - Set up - AV /Sound
Rental Agreement- Approval?
Site Visit- Bathrooms - Electrical - Set-up- Parking- Concessions- General Inspection- Meeting: Site mgr
Site Information- Specific Details - Map
BUDGET: $_________
Identify Staffing Needs- Supervisors/monitors- Ticket Takers- Security/crowd control - Set up/ take down - Traffic control ( Regional
police - clean up crew- Back up staff/on call - Band/keynote liaison
Identify Training needs- Who needs it - Training types- Timing of training
Descriptions/expectations - Required
BUDGET: $___________
Event Approval - Submit risk management - Approval Confirmed
Event Publicity - posters/flyers- Event signage - Website/emails- Approval confirmed
Communication re Event to: - Student Life - Secuirty - Police - Other
Event Insurance - required? Listed as
additional insurer
BUDGET: $______________
Emergency Plan - Communication ( cell phones ) - People need 1st AID/CPR- 1st Aid Kit - Ambulance requirements - Nearest hospital location - Emergency contact list - Accident Report Form
BUDGET: $______________
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL
WHY ARE WE DOING THIS? &WHAT ARE WE DOING?
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CHRIS GREEN & CURTIS BELL
INTRODUCTION
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
ARE WE ON THE SAME PAGE?
WHAT THE PROGRAMMER EXPECTS
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL
ARE WE ON THE SAME PAGE?
WHAT THE MARKETER EXPECTS
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL
ARE WE ON THE SAME PAGE?
BUDGETS: TIPS, TRICKS & TOOLS|CURTIS BELL
BIG OFFERS MEAN BIG DECISIONS
BUDGETING :TIPS, TRICKS & TOOLS |CURTIS BELL
THE REAL COST OF EVENTS
Programming: TIPS, TRICKS & TOOLS
INTRODUCTION
THANK YOU! SEE YOU ALL
AT THE GALA!
CURTIS BELLEVENT PROGRAMMER
BUSU
[email protected]@DURTICUS
2006-2008 President Cambrian Athletics 'Association
2009-2012, Event Coordinator Brock University Students’ Union
2012-2014, PresidentCambrian Students’ Administrative Council 2013-2014, PresidentCollege Student Alliance
