Planning a Successful Event
at Drexel University
The Leadership Assistants (LA)
•  This Tutorial has been prepared by the
Leadership Assistants (LA): a team of
students engaged in helping to strengthen
your student leadership and your
organization. Please visit our website to see
what services we can provide for your
organization!
Visit the LA main page!
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Table of Contents
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What event do you want to plan?
Questions to Think About
Pre-event:
•  Meet with OCA
•  Money
•  Reservations
•  Facilities Costs
•  Public Safety
•  Contracts
•  Catering
•  Sound
•  Publicity
•  Delegation
Running the event
Event Management Form
Post-event
List of Forms
Contact Information
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
What Event Do You Want to Plan?
• What kind of event is it?
• What are the goals for your event?
• How will your event benefit Drexel University
students?
• Will your event be open to the general public?
• Is your event a duplication of another event? Has it
been done in the past? What were its strengths and
weaknesses?
• Could the event possibly incur liability? What are the
risks involved? Is it dangerous?
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Questions to Think About
• Plan a date and time for your event. Does it conflict
with any other campus event (midterms, finals, other
major student organization event, or a holiday)?
• What is the estimated attendance?
• Will you be requiring the services of a performer,
caterer, band, speaker, dance troupe, etc from
outside of the University?
• What are your sound requirements?
• How will you advertise?
• Do you have enough members and volunteers to help
set up, run the event, and clean up afterward?
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Meet with OCA Staff
• OCA can help walk you through the process of
planning your event.
•  CLICK HERE for the Plan an Event page for more
information.
•  Just email askoca@drexel.edu or call (215) 895-1328
to make an appointment with a member of our staff
(Office is located in lower level Creese, SORC)
•  Try to have your ideas organized before your meeting
so they can help you figure out what you may have
missed in the pre-planning process
OCA
•  2-3 weeks in advance: when NOT using an outside
vendor who will need to be paid
•  4-6 weeks in advance: when using an outside vendor
who will need to be paid
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Meet with OCA Staff
• There are many resources that OCA(Located in lower level of
Creese) and the University itself can provide.
Click Here for more information at the Check It Out page.
For example, the following is available at OCA to check out/use:
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OCA
Popcorn Machine
Game Show Buzzers
Helium Tank
Wii Game System
Letter and Shape Cutting Machine
Poster Printers
Color Printer
Karaoke Machine
Monster Games (golf, tennis, etc.)
Board Games
White Arrow Dry Erase Boards
Team Builder Supplies
Button Maker
Ballot/donation box
Large sized roll paper – 9 colors (for signs, displays, etc)
Sandwich boards to post large posters
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Money
• Have you developed a budget for the event?
• Where will you get the money from?
•  SAFAC allocation (Student Activity Fee Allocation
Committee)
•  Annual/Yearly budget are completed prior to the following
school year
•  Visit: SAFAC Website
•  SAFAC reserve funding – money available (on an event by
event basis) for groups that do not receive a yearly budget
•  CAP Funding
•  CAP Request Form
•  Your own organizational Fundraising
•  Fundraising Resource Guide
•  Will your event be co-sponsored by another student
organization or University department?
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Money
•  Are you selling tickets?
•  All money for the event must be in the organization account at
least 2 weeks prior to the event.
•  Due to this policy, you will not be able to use money collected
at the door to pay for the event.
•  Any on-campus event using SAFAC funds must be
open to the entire undergraduate population
•  Whether or not your organization receives SAFAC
funding, you will need to work with Joseph Gonzalez.
He is the account manager for all student
organizations and can assist in monetary transactions
to get your expenses paid for your event.
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Money
•  Visit: SAFAC Website
•  Joseph Gonzalez
•  Email: jmg29@drexel.edu
•  Phone: 215-895-1889
•  Office: Creese Basement Room 32A
•  SOOT Presentation
•  Powerpoint presentation and outline to familiarize
student leaders with event planning and finance
•  Visit: Presentation for New and Returning Attendees
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Reservations
•  To reserve a space for your event, contact Event Services Office
at 215-895-2520, Creese 001, or email reservations@drexel.edu.
Services Arranged by the Event Services Office:
•  Advice on which room is right for you and set-up for your room
•  Individual meetings with your organization to go over your event
details
•  Make arrangements for Public Safety
•  Make arrangements for Facilities (Main Building and General
Grounds)
•  Make arrangements for UNICCO (Residence Halls, Creese Student
Union, Ross Commons and the DAC)
IMPORTANT: An actual reservation has not been confirmed until a
5-digit reservation number has been sent to you with a
confirmation report
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Reservations
Event Services will need the following information in order to
reserve a room:
•  Start time and end time of the event
•  Any set-up time you may need (for more elaborate events)
•  Event Services – University Facilities Website
•  Your student organization account number
•  Brief description of the event
•  Food
•  Attendance
•  A/V needs and DUST
•  Preferred location
•  Reservation FORM (See next slide)
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OCA
IMPORTANT: Event planners from student organizations are expected
to take ownership of your events. You need to have regular
communication with Event Services and OCA about the details of your
event. If we do not have enough information about your event in
sufficient time, your event may be cancelled.
For more information, visit the Event Services website
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Example of Reservation Request Form
http://www.drexel.edu/dbs/conferenceEvent/eventServices/ à link for PDF on the right
of the page
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Facilities Costs
Certain aspects of event may require additional Drexel
employees. Keep these costs in mind when creating a
budget
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FY2011 Student Organization Hourly Rates àPDF provided on the
Event Services Rates Page
(student organizations receive a 15% discount from regular rates)
Standard
Overtime
Doubletime
•  Custodian
$23.00
$35.00
•  Mechanic/Electrician $30.00
$46.00
•  Engineer
$32.00
$48.00
OCA
$47.00
$62.00
$64.00
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Standard Time - 8:00am-5:00pm, Monday-Friday
Overtime - 5:01pm-7:59am, Monday-Friday; and Saturdays
Doubletime - Sundays and Holidays
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Please verify other applicable rates with the Event Services Office
(Utility (set-up/tear-down) and Shipping).
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Public Safety Costs(hourly rate)
Student Events
•  Public Safety Officer
•  Public Safety Supervisor
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Public Safety Administrator
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University Police Officer
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University Police Sergeant
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Campus Electronics
$25.00 Security service (Four hour minimum)
$38.00 Events with 5-10 Officers requires 1
Supervisor (Four hour minimum)
$50.00 Event requires attendance of Public
Safety Administration (One hour
minimum)
$24.00 Event requires attendance of Campus
Police (Four hour minimum)
$35.00 Overtime Rate
$34.00 Event requires attendance of Campus
Police (Four hour minimum)
$50.00 Overtime Rate
$85.00 Service Requests, Door openings, Access
Management (Half hour minimum)
Requirement
•  1 officer per 100 participants (varies depending on location, type of event, and number
of participants.) A minimum time span may apply depending on location, type of event,
and number of participants.
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Contracts
•  Any time your student organization wants to bring the
services of a person/group from outside the University
(performer, caterer, band, etc.) a contract needs to be
completed.
•  There are many reasons why contracts are required:
•  To ensure that the companies provide what they promise
though legal documentation.
•  The contract serves as documentation for payment through
check requests (it acts as an invoice).
•  To require the proper insurance coverage from the
companies in the event of an accident or negligence on the
part of the company being hired. For standard companies,
a one million dollar insurance policy is required. For
companies that provide inflatable rides, a three million
dollar insurance policy is required.
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Contracts
•  To start this process, you will need to fill out a
Contract Request Form on the Contracts page.
•  Once you have all of the information filled out, drop it off to
OCA and meet with a staff member to go over the
contracting procedures.
•  All contracts must be completed 1 week prior to the date of
the event so allot enough time for this process
•  Contracts should be started 4-6 prior to the event date to
leave enough information for everything to be signed and
completed.
•  Preferred Vendors List (not required but a list of
places that have been easier to work with)
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Example of Contract Request Form
http://drexel.edu/oca/so/forms.asp à click on Request for Contract
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Catering
•  Drexel University partners with Chestnut Street Caterers
which is the campus caterer
•  Chestnut Street Caterers has a variety of food options
for your event and has a special discounted menu for
student organizations picking up and setting up their
own food.
•  If your student organization would like to utilize the
services of Sodexho for your event, a contract is not
required as we have an established agreement with
them through the University.
•  They can be reached at 215-895-6934 or email
cad@drexel.edu.
•  For more information CLICK HERE to see sample menus:
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Food Options
•  If you are using an outside or off-campus food vendor to
provide food for your event, you must get APPROVAL from
Chestnut Street Caterers first. Make an appointment with
Chestnut Street Caterers to discuss this in more detail.
•  Then, complete the
Catering Exception Form(Retail Management) .
•  An example of an exception: if you order less than $100 worth of
food from Powelton Pizza, Ed s Pizza, Drexel Pizza, or Papa
John s. The University has a standing arrangement with those
vendors.
•  Bake sales- CLICK HERE to see guidelines and speak with an
OCA staff member
•  Potlucks – CLICK HERE to see guidelines and speak with an
OCA staff member
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Movies
•  You need to have the rights to show a movie:
•  From the people/company who produced or
distribute the movie
•  Purchase the rights to show the film from a
company like Swank www.Swank.com
•  You are hosting an educational lecture
accompanying the film by a faculty/staff/
professional, have completed the OCA Movie
Form, and have received permission from OCA
Example of OCA Screening Form
http://drexel.edu/oca/so/forms.asp à click on OCA Screening Form
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
DUST (Drexel University Student Technicians)
DUST : provide services and equipment such as: microphones, projectors,
speakers, extra electricity for outside activities, etc
Policies:
•  Requests are accepted on a first-come, first-serve basis
•  DUST Manager can serve as a consultant for outside vendors
•  DUST is available for recognized student organizations
•  There are (2) Portable Sound Systems that are FREE to student orgs;
all other equipment is offered at a 25% discounted rate.
•  You provide at least two (2) week s notice of the event (late requests
made within 5 business days will receive a $100 late fee).
•  DUST has the equipment in stock…if not, you will pay the equipment
rental and delivery charges (at no cost/profit to DUST).
•  Your event should not run past the appointed times. DUST should not
be asked to stay past midnight unless the reservation states this.
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Forms on the OCA website:
•  Request for DUST Services
•  DUST Grant Application
•  DUST Rate Sheet
OCA
Leadership Assistants
leadershipassistant@drexel.edu
Contact DUST :
215-895-1330
dusttech@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Sound Systems
•  All student organizations need to use a University
sound/speaker system for all on-campus events.
This usually includes DUST and IMS equipment
and built-in speaker systems, such as at Buckley
Field.
•  The only exception is if you receive a referral
from DUST and work with OCA to make sure that
any sound equipment coming to campus is
supplied by an Insured source who will also add
Drexel to their insurance policy.
•  Contracts and Insurance procedures were
discussed earlier in this SOOT presentation.
Publicity
•  Publicity is one of the crucial aspects in making a
successful event
•  Print Options
1.  The Triangle
2.  Posters (Posting Policy)
3.  Residence Hall Postings
4.  Poster Maker (located in OCA Office – SORC)
5.  Copy Machine (SORC)
•  Physical and Outreach Options
1.  Display Case (Visit Creese Information Desk)
2.  A-Frame/Sandwich Board (Request through OCA)
3.  Activities Unlimited
4.  Get Connected
5.  Word of Mouth
6.  Sidewalk Chalk
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Publicity
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Electronic Related Options
1.  CollegiateLink
2.  Drexel Information Network (Request through USGA)
•  Computer screens across campus-www.drexel.edu/infonet
3.  Drexel Daily Digest - Submittal Form
4.  DrexelOne Campus Announcements (askoca@drexel.edu)
5.  Organization Email Lists
6.  Organization Website
7.  Drexel University Calendar
8.  OCA MEMO to All Student Organization Leaders
9.  OCA Calendar
10.  WKDU 91.7
11.  E-Newsletters and Listservs:
1.  Commuter, Graduate, and Transfer Student Programs and Services Listserv
2.  Fraternity and Sorority Life Listserv
3.  Pennoni Honors College Weekly Newsletter
12.  Facebook
IMPORTANT: as a rule, never begin promoting an event without a signed contract
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Delegation
•  Why Delegate? To get more of the membership involved and
to make your own life easier!
•  See Tip Sheet on Delegation
•  Make sure to set deadlines for task completion
•  Be specific, straightforward, realistic, and follow up
•  See Tip Sheet on How to Delegate:
•  See Tip Sheet on How Well Do You Delegate?
•  Encourage open communication
•  For the actual event, make sure helpers and members know
their responsibilities
•  Try to have a few extra helpers that are on deck in case
an extra set of hands becomes necessary
•  For more resources on Delegation (and other leadership
resources), check out the Online Leadership Library and the
Tip Sheets, some are provided on the following slide.
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Other Leadership Tips
•  Tip Sheets
•  Time Management
•  Procrastination
•  Goal Setting
•  The Value of Involvement
•  Stress Management
•  Stress Management 2
•  Leadership Resources
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Running the Event
•  Arrive early for set up and to finalize details
•  Confirm seating, equipment, logistics, and refreshments are
correct
•  Make sure everyone knows their responsibilities
•  Have someone meet your presenters and escort them to the
location (if you have any)
•  Present a brief introduction
•  Try starting with an ice breaker if the group seems
uncomfortable (see the Ice Breakers Tip Sheets)
•  Be prepared to facilitate and help discussion if needed
•  Be an active participant in the program
•  Thank all presenters and audience members for attending
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Event Management Form
•  You can use the Event Management Form to organize
contact information, etc. for the event (see next
page)
•  Staying organized is very important, especially for
the day of the event. Just in case something goes
wrong, it s good to have all the contact information
in one place.
•  By keeping everything in order, it will be easier to fill
the form out for organizational records and to pass it
along to the next set of officers.
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
LINK HERE
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Post-Event
•  Send Thank You s to presenters and those who
helped with the event
•  Use the Event Management Form to fill out
anything that hasn t been completed yet –
including the post-event questions
•  The questions on the Event Management form
are a guide for you to evaluate the success of
the event and to pass along helpful information
to the next group.
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
List of Forms Related to Event Planning
Finance-Related
•  Organizational Fundraising Guidelines
•  CAP Request Form
•  Request to Purchase
•  Annual Allocation
•  Cash Deposit From
•  Reserve Funding Request Form
•  Check Request Form
Reservations/Facilities-Related
1.  Reservation Form
2.  DUST Reservation Form
Event-Related
1.  Contract Request Form
2.  Event Management Form
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Online Source: http://www.drexel.edu/oca/raf/forms.asp
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp
Contact Information
Office of Campus Activities
SORC
Lower Level of Creese
Email: askoca@drexel.edu
Phone: 215-895-1328
Website: http://www.drexel.edu/oca/
Leadership Assistants
Email: leadershipassistant@drexel.edu
Website: http://www.drexel.edu/oca/l/la.asp
OCA
Leadership Assistants
leadershipassistant@drexel.edu
http://www.drexel.edu/oca/l/la.asp