HELP! My RSO needs help
planning a large scale event
Objectives
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Define a large-scale/complex event
Identify how to create goals for an event
Know how to make a budget
Understand event planning logistics
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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
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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
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1. Describe Program Elements
Budget
– Start by making a list of everything you might
need for your event. Try to be as detailed as
possible.
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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.
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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.
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4. Have a Contingency
– Encourage you to have a contingency of about 1015% of your total estimated costs, as unexpected
items may pop-up right before, during or after
your event
Budget: Sample
Sample from
Middle Tennessee State University
http://www.mtsu.edu/studentevent
planning/documents/Budget_Plannin
g_Worksheet_EXAMPLE.pdf
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: Location
What to consider when choosing a
location:
• Number of attendees
• Configuration of space
– Check-in tables
– Catering tables
• Audio-visual needs
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Podium
Projector
Screen
Sound
Lighting
• Cost
• Event Planning Contact list for campus:
– http://getinvolved.siu.edu/_common/d
ocuments/sild-contact-list.pdf
Event Planning Logistics: Parking
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Campus Parking
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Pay Station Lots
Decal Lots
Meter
Can arrange parking for guests per event by contacting the parking division at 618-453-5369
or parkingdiv@dps.siu.edu
– More information: http://parking.siu.edu/
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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/registeredstudent-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/document
s/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 Policies
Food 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
Great Boars of Fire
McAlister’s Deli
Golden Corral
Moe’s Southwest Grill
Heartland Catering
The Newell House
Hunan
One Hot Cookie
Honeybaker’s
Reema’s Indian Cuisine
Larry’s House of Cakes
Town Square Market
Longbranch
The Wedding and Event Garden
Annex Coffee and Deli
Bandana’s Bar-B-Q
BBQ Heroes
Cristaudo’s
Crystal’s Catering & More
Fantabulous Foods
Fat Bottom Betty’s
Mary’s Restaurant
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
Food Guidelines and Rates (contd)
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
Timeline Overview
Deliveries – 2 business days
Small Food – 2 business days
Catering – 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 Cleanup Fee
Event Planning Logistics: Contracts
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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 Twitter
RSO Facebook/ Twitter
Facebook Event Pages
RSO Website
RSO Announcements
OrgSync Calendar
Email Blast
PR Release
Daily Egyptian Ad
Tabling & Flyering
Sidewalk Chalking
Posters/ Banners
Glass Displays
Bulletin Boards
Personal Invitations
• 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
• You may need to arrange:
-Department of Public Safety
-Athletics Special Event Ticketing
-Insurance
-Waivers
-Property damage
-Theft
Event Planning Timeline:
2-3 Months Out
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Goals/purpose of program
Date/time/location (including rain location, if needed)
Budget
Create deadlines for when things need to be
accomplished
5. Stakeholders
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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 program
2. 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 volunteers
3. Confirm set-up/arrival time for any on-campu
resources
4. Have final planning meeting to confirm last
minute details
5. 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 returned
2. 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 VanVooren
Assistant Director- Scheduling/Operations
Student Center
618-453-3472
svanvoo@siu.edu
Need help?
http://getinvolved.siu.edu/