Successful Event Planning
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Overview
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Continue presentation to learn it all or click the play buttons to jump ahead!
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Event goals
Date and Time
Location
Budget
Catering
Entertainment
Publicity
Safety Information
Day of the event
Assessment
How far in advance?
Alcohol
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How far in advance?
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Budget (ASWU Funds)- 6 weeks or as soon as possible
Date and time- 5 weeks
Venue- 4 weeks
Security- 4 weeks
Catering- 4 weeks
Entertainment- 4 weeks
Decorations- 3 weeks (if ordering online)
Invitations/publicity- 2-3 weeks
Certificate of Insurance when off-campus- 2 weeks
Staffing- 1-2 weeks
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Define Your Event
• First, who is planning the event?
• Just you? Make a list of tasks and take one step at a time! You
don’t want to get overwhelmed
• 2+ people? Make a list of tasks and delegate. Be sure to
COMMUNICATE so things to fall between the cracks
• What are you doing?
• A dance? Fundraiser? Off-campus trip?
• Who will you attract?
• Certain majors? Junior class? Entire student body?
• What is the purpose?
• Just for fun? Raise money? Increase awareness?
• How will you determine if your event was successful?
• Attendance? Money raised?
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Date and Time
• PLAN AHEAD OF TIME! It is important to plan
an event over a month in advance
– To insure the location, food, security, entertainment,
etc. is reserved in time for the event
– View a suggested planning timeline:
• Something to consider:
– You can look for a space that is available during a specific
date and time you want OR browse for a date and time
when your desired location is not already booked
– Jump ahead to reserving a location:
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Location
• This is an important first step: Venue must be
secured before proceeding with any other
tasks
• Do you want to have your event…
– On-campus
– Off-campus
• Remember to include set-up and clean up times in
your location reservation!
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To Reserve a Space On-campus
• Willamette’s online scheduling system: Virtual EMS
[ http://emsweb.willamette.edu/virtualems/ ]
• Log in with your Willamette Id
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Remember: You can look for a space that is available during a specific date
and time you want OR browse for a date and time when your desired
location is not already booked
– Click “Browse”
• Then, click “Browse for Space”
• This will allow you to see every possible space that can be
reserved as well as what is available
• Important: recognize that each space has a maximum capacity
(this is labeled “Cap” right after the room name)
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Continue to the next slide for more information
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On-campus continued…
• Once you find a space that is available for your event on the
right date and time, reserve it!
– Click “Reservations”
• If your reservation pertains to an academic event, go to
“Academic Scheduling Request”
• For every other type of event, go to “General Scheduling
Request”
– Fill out the ‘When and Where’ and ‘Setup information’
boxes on the right (remember the max. capacity for each
room)
– On the room you want, click the green + button on the left
and then click the yellow continue button on the bottom
– Fill out the rest of the information, submit it, and wait for a
confirmation email!
• Contact Jeff Bolt for set up options/needs
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To Reserve a Space Off-campus
• Please have your advisor or Student Involvement staff (UC2)
negotiate and sign contracts for off-campus venues
• Certificate of Insurance from Willamette (COI)
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2 weeks before the event you will need to request a COI
The venue needs a copy of Willamette’s current COI for liability coverage
This request can take up to a week to get processed
Please discuss this with the Student Involvement Staff - UC2
*Make sure you budget the proper amount of money for an off-campus
event. Call different locations for quotes. [Budget ]
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Budget
• Discuss your needs and budget accordingly
– Make a list of what you need/want
• Prioritize the list and research costs!
• Your list could include, but is not limited to:
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Off-campus venue
Catering
Security
Entertainment
Publicity: poster, invitations, etc.
Decorations
• ALWAYS budget money for emergencies!
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Continue to next slide for more information
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Budget
• If ASWU did not fully fund your event, consider:
– Alternative funds? Such as your non-ASWU account
– Finding another club to co-sponsor the event with you
– Cutting the cost
• Finding a cheaper location/ have it on campus, eliminate
decorations, less/cheaper food, etc.
– Changing the date of the event until you have/fund
enough money
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Catering
• Arrange catering at LEAST 4 weeks in advance
• If your event is on-campus and you want to provide food/drinks,
you need to use Bon Appetit
– Email <catering> for food options, prices, and to place an order
– Once you finalize the menu, you or your advisor need to confirm menu
details and provide billing information for catering at Bon Appetit
• Discuss alcohol (if senior event)
– Do you want to provide wine and pay a corkage fee?
– Make sure to have non-alcoholic options and water
– OLCC requires “substantial food” to be served with alcohol and when
food runs out, catering will not serve any more alcohol
• If you want to provide your own food/drinks, email <catering> for approval
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Entertainment
• ASWU Sound [ www.willamette.edu/org/aswu/sound/ ]
– FREE to all CLA student initiated sound events
– Submit an online request at least 4 weeks before the event
– Check online for more information: policies, event calendar, etc.
• Performers/Bands
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Student artists will require additional contracts and insurance
See Student Activities (UC2) for a list of party bands and DJs
Plan accordingly for when bands/artists need breaks
Need to arrange transportation and lodging? Book in advance!
• Is this in the contract? Ask your Advisor for assistance!
• Where will the funds come from?
• Book ahead of time! All entertainment contracts must be signed at
least TWO WEEKS in advance.
– Remember, your advisor must be the one to negotiate and sign any contract.
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Publicity
• All publicity must include:
– Name of event, date and time, location, admission price (even if it’s free),
contact information, and name of sponsoring organization(s).
• Utilize your on-campus resources
• Banner paper, paint, markers, blue tape: Office of Student Activities
• Printed posters, fliers: WITS Design and the Print Center
• Who are your target attendees?
– Cater posters, fliers, chalking, social media, email, etc. to those you are trying to attract
to your event
• Where will your materials get the most attention?
• Invitations should be sent at least 3 weeks before the event
– Request an RSVP at least one week before the event
• Depending on catering needs, a headcount might be needed 1-2 weeks before the
event
*Please note that ALL posters and chalking must be removed 24 hours after the event or you could be fined
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Safety Information
• Security and wristbands
– Contact Angie Vie at Campus Safety
• Security guards can wear uniforms or “formal/dress”
attire
• Ask Angie if security guards can check IDs (if alcohol is
provided )
• Risky Events
– Inflatables and dunk tanks need additional
approval by Scheduling, Events, and Conferences
– Need a more detailed timeline—plan ahead
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Alcohol
• Alcohol Request: Scheduling, Events, Conferences will
need this as SOON as the event has been booked
• See the Catering slide for specific arrangements
• Emily Morris will be on-site the whole night
– Depending on the type of event, another Student
Involvement staff might be needed
• Only WU seniors allowed/no guests
– Students will have a two drink maximum
• All student volunteers/staffing will not have alcohol
before or during their shifts
• Performers/vendors will not be allowed to consume
alcohol
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Day of the Event
Things to think about and plan:
• Before:
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Who will set-up?
When should decorations be put up?
When should decorations be put up?
When will vendors arrive at the venue?
• During:
– Who will staff the event? For how long will each shift be?
– What is the flow of the event?
– Will you make announcements?
• After:
– What needs to be cleaned up? Who will do this?
• Schedule staffing slots 1-2 weeks in advance
*Make sure to include set-up and clean up times in your location reservation
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Assessment
• After the event, spend time reflecting on how
it went:
– Was it successful based on your goals?
– What went well?
– What would you change?
– Could you have made cuts to the budget?
• Write it down—this is important for transition
documents!
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