Six Simple Steps to Plan
the Perfect Event
Step 1 - Create an Event that YOU Would Attend
• Choose a main attraction that interests you and your friends
• Ask yourself, would I walk across campus for this? (even in the rain or cold!)
• Schedule the event during “high traffic” hours
• Think of a title that is witty, interesting and/or attention-grabbing.
•
E.g. How a Straight Man Ended Up in a Gay Relationship, Late Night Munchies, etc.
Step 2 – Give Them Food and They Will Come
• Food is the #1 way to attract people to your events
• Even if the event is not about food, adding some sort of snack will increase
attendance
• Get creative! Find ways to compliment your event with food (e.g. themed
cupcakes)
• Chartwells must be used for anything over $150, unless they give you
approval to go somewhere else.
Step 3 – Don’t Be Afraid to Negotiate
• You don’t have to take the first price that an agency gives you
• Saving a couple hundred dollars on one item can go a long way
• Many agencies will work with your budget
• Some of CAB’s favorite agencies: Fun Enterprises, Party Vision and Party
People.
Tips for Negotiating
1. Let the agency know that your budget is limited
2. If the agency asks you what your budget is, give them a lower number than
what it actually is!
3. One of my favorite lines: “You know, _(insert name here)_ , I’d really like to
bring _(insert item here)_ to our campus, but my budget is limited this year
and $1,200 is going to be too much for me. Is there any way we could get it at
a lower rate?” This almost ALWAYS works!
4. Remember: It’s not negotiating unless you’re not afraid to walk away.
Step 4 - Promotion is Key
• Hang up posters in designated locations
• Promote on social media (RT contests, funny memes, striking photos, etc.)
• Reserve large poster cases near BTR through SGA
• Sidewalk chalk, flash mobs, coffee cup holder labels
• Create promotional material on PowerPoint slides to be shown on Axis TV.
Examples of Eye-Catching Promotion
Axis TV Promotional Examples
Step 5 – Figure Out the Small Details
• An event diagram should be mapped out before the start of the event
• Music, lighting, seating, job descriptions and line control are all critical parts
of planning a quality event
• Know what time speakers and/or entertainment will be arriving
• Plan on providing vendors/talent with proper seating, food, water, etc.
• Ensure that everyone working your event knows the game plan
Step 6 – Enjoy Your Event, but Put Guests First
• Event planning doesn’t stop when the event begins – the event should be
monitored to make sure everything is running smoothly
• Make sure that food and drinks are restocked
• Thank guests for coming to your event - this is a great way for them to
associate a face to your event
Six Simple Steps to Plan the Perfect Event
• Step 1 – Create an event that YOU would attend
• Step 2 – Give them food and they will come
• Step 3 – Don’t be afraid to negotiate
• Step 4 – Promotion is key
• Step 5 – Don’t forget the small details
• Step 6 – Enjoy your event, but put guests first