EVENT PLANNING 101
Goal setting and advance planning are keys to the effectiveness of an organization. If a group sets some goals
and plans for its major activities, members will have a sense of purpose and anticipation of what membership
in the group will mean. Long range planning will help make the activities go smoothly and allow everyone to
enjoy participating.
Plans need to be made by the group, not just by the leader. Good goal setting includes having the
members set the priorities, be aware of the finances, contribute ideas, review the final plans, and assume
some of the responsibility. Plans made by committees or the whole group to increase the commitment of
the members and to prevent misunderstandings should review individuals.
1. The initial step in planning is to identify what you want to do and what you want for
outcomes:
a. What is the nature of the activity: educational, social, recreational, service, or fundraising?
b. Who is to participate in the activity: members only, campus community, or other group?
c. What is the outcome to be: increased knowledge, strengthened group ties, membership
recruitment, or accomplishment of specific tasks?
2. Next identify what arrangement may be necessary:
a. What resources should be obtained: speakers, films, and literature?
b. What facilities should be reserved: meeting room, auditorium, athletic facilities, open field,
or table in the Union?
c. What special arrangements are required: lighting, temperature considerations, food and
beverage, restroom facilities or special arrangements for people with disabilities or special
conditions?
3. Identify the university procedures to be observed:
a. Does the activity require authorization?
b. Do facilities need to be reserved with conference services?
c. Is there anything in the activity, which violates university policy?
d. Have you allowed enough time to coordinate your plans with all of the departments
involved?
4. Identify the financial arrangements necessary:
a. What is the cost? What are the sources of funds?
b. Will the group pay all expenses?
c. Will participants be charged admission?
5. Arrange for publicity of the event:
a. Will flyers be distributed: general bulletin boards on campus, to residence halls,
fraternities and sororities?
b. Will media be used: the Standard, radio and television (KSMU, 836-5878), side walk chalk
or special newsletters?
6. Check out all arrangements prior to the actual time of the activity:
a. Are facilities and arrangements adequate?
b. Are resources there?
c. Who is to be in charge during the activity?
d. Who is in charge of clean up?
7. Evaluate the activity after it is completed:
a. Who participated and how did they respond?
b. Was planning adequate and were goals realized?
c. What recommendations are there for follow-up or a repeat next year?
8. Do the follow-up:
a. Are the bills paid?
b. Is another activity to follow and what plans must be made?
c. Were participants and resource people thanked?
9. Prepare a final report to be kept in the files of the organization, with ideas and suggestions
for next year.
Planning a Program
So, you're going to plan a big event, but you don't know where to start. Don't panic. This is designed to
help you through this process and smooth out the rough spots of planning and preparing for a successful
and memorable event.
The first step is to determine why you are putting on the event. Some questions that may help you clarify
what you are doing and why include:
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What do you want to achieve by having this program?
What are your organizational goals and how will this event help you meet them?
What do you, as the planners, want to get out of this experience?
Is there a current need or an interest in this program area?
Are other similar programs being offered?
Has a similar event been held in the past?
What was the response?
Are your members enthusiastic about organizing this event?
Is organizing this program worth your members’ time?
Is there enough time to thoroughly organize, publicize, and promote the program so that it will be
successful?
Once you have satisfactorily answered these questions, planning the program is really quite easy if you
follow these five simple steps:
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Identify Needs
Develop Program Goals and Objectives
Organize Program Plans
Implement Plans
Evaluate the Event
Identify Needs
Who is the audience and what does the audience want to see or experience with this kind of program?
What are the audience's needs? What method of assessment will you use to determine this (e.g., word-of
mouth, surveys, or a suggestion box)? How big do you want this program to be? Does the type of event
you're planning limit the audience size? If so, how will you determine who can attend?
Develop Program Goals and Objectives
After you have identified your program's audience and needs, which ones do you want to have your event
address? Define specifically what you want the participants to learn or experience from the program.
This will be the goal of your program or event.
Be clear about the kind of program you are planning, i.e., social, cultural, educational or a fundraiser.
Identify other resources to help you when and where necessary.
Organize Your Plans
What do you specifically need to do to accomplish your objectives? When do you want to hold this event?
Be sure to consider whether or not you have enough time to make all the necessary arrangements and
whether or not your members will be able to complete all of their tasks. Many program planners find it
helpful to make a time line working in reverse; start at the day of the event and fill in publicity deadlines,
facility agreements, etc. This can help you see if you are being realistic or if you are setting yourself up to
be unable to meet your obligations. Getting everything down on paper is an arduous process but it can be
very rewarding and a great learning experience. It will give you a tremendous sense of accomplishment.
For many, this process is rewarding as the program itself. The Conference Services office can assist you
with the process.
Scheduling Facilities
Where you hold your program is very important. Facilities can determine audience size, date, and time. It
can set the mood for formal, informal, workshop or auditorium style.
Establish A Budget
How much money do you have to work with? Will revenues need to be generated? What kind of
resources do you have at your disposal to raise money and or cover costs? If you plan on charging
admission it is important to consider what costs you anticipate this fee will cover as well as how much
you can reasonably expect participants to pay.
Other questions to address are: Will there be a reduced rate for early registration? Will students be
charged less than faculty, staff and community participants? Will tickets/registration be taken at the
event or beforehand?
Methods and Resources
Another thing to consider is that often times speakers and entertainers will want you to sign a contract.
Be sure to read it thoroughly and have your advisor review the contract. If you have questions, make a
notation and ask for clarification. (Check with a staff member at OSA if you have any questions or
concerns about a contract, they will refer you to the appropriate person.)
Publicity
There are many different ways to publicize an event - posters, flyers, banners, chalking, newspaper
display ads, direct mailings, public service announcements, etc.
Program Details, Follow-Up and Clean-Up
Be sure to make a list of what needs to be done before, during and after the event. What are your
equipment needs? Do you need registration tables? Special power hook-ups for speakers, computers,
telephones? Be sure to ask your speakers what materials or equipment they need in order to do their
part.
Implement Plans
Be very clear in the beginning who will perform what tasks and what roles and expectations everyone
has of each other. Be realistic when delegating tasks and responsibilities. Give people enough time to
complete their work and assign to them things that are within their capabilities--set people up to
succeed.
Evaluate the Event
The evaluation process is three fold: 1) the audience's feedback, 2) the presenter's experience and
recommendations, and 3) the planner's thoughts and recommendations. Each group should be asked
whether they feel the program accomplished what it was intended to. What went well? What could have
been better?
There are several different methods of obtaining this information but the most often used one is a written
evaluation distributed following the program. When the program planners evaluate the event, be sure to
find out whether there was sufficient time allowed for planning and implementation. Did the program
reach the goals and objectives? What should be done next time that wasn't this time? Did the anticipated
audience attend?
A well thought out and thorough evaluation is an educational aspect of programming. It allows you to
learn from your successes and learn what is to be improved. Evaluations can also serve in a historical file
for the organization and can be a useful reference for future programmers.
Some General Tips on Program Planning
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In the ideal program, everything runs so smoothly that the participants may see little evidence of
pre-planning or behind the scenes work.
Don't compromise on details or settle for second best.
Don't assume anything or allow situations to continue that make you uncertain or nervous. Meet
all problems head-on, sensitively and firmly.
People support what they help create-so involve as many people as meaningfully as possible in the
planning process.
Usually something goes wrong-but if you're properly prepared and avoid panicking; almost any
problem can be solved.
DELEGATING RESPONSIBILITIES
Part of the fun of putting on an activity or program is getting people involved in the planning and
implementation of the event. DO NOT try to do everything yourself, because it will be time consuming and
your enthusiasm may not hold up long. Building a sense of unity in your group does not come solely from the
activity; it can develop by involving people in the planning and delivery process…this is delegation! By
delegating responsibilities you:
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Allow more members to get involved
Distribute the work load
Identify talents and interests of members and give them a chance to display them
Help prevent burn-out
Ways to Delegate:
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Ask for volunteers! Explain what needs to be done. Be ENTHUSIASTIC!
Positive reinforcement for work that has been done.
Spread the good tasks around.
Tap resources that people have. If someone has a talent, which might be of use, by approaching
him or her, and letting him or her know their talent is appreciated and recognized, others may
have more incentive to volunteer.
Useful Phone Numbers
Campus Recreation and Intramurals
836-5334
Computer Services
836-5891
Conference Services and Catering
836-5653
Copy This
836-5808
Dean of Students Office
836-5527
University Communications
836-6397
Office of Judicial Programs
836-6937
Office of Student Activities
836-4386
Plaster Student Union Administration
836-5886
Public Affairs Grant Committee
836-6900
SOFAC
836-7646
Student Activities Council (SAC)
836-4626
Student Government Association
836-5500