Event Planning 101
Presented by:
Jessica Roberts
Director of Special Events and Sales
University of Maryland Alumni Association
Overview
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Getting Started
Budgets
Venues
Vendor Selection
Contracts
Catering
Misc (parking, signage)
Promotional Materials
Timelines
Event follow up
Getting Started
• Define the goal of the event
▫ What is the purpose?
▫ Who is the audience?
▫ Is it realistic?
• Make a timeline
• Create a budget
• Clearly define responsibilities for each team
member
Budgets
• Base on previous knowledge of event and
research
• Include…
▫ Columns for projected and actual expenses and
notes about each item
▫ Break expenses into categories such as food &
beverage, rentals, décor, marketing etc.
▫ Money allotted to each item
 Update actual costs as you receive invoices
Budgets
• Chapter Budgets
▫ Each chapter is given a lump sum based on the
number of alumni (large vs. small college) plus $2
per alumni association member. Chapters must
submit monthly financial reports
• Club Grants
▫ Clubs can apply for 2 grants per year of up to
$1200. Clubs with bank accounts must provide
financial reports twice a year.
Vendor Selection
• It’s all about research!
• Ask about …
▫ Pricing
▫ Delivery and pickup times
▫ Rental policies
 Cancellation policy
▫ Installation process (if needed)
▫ Contract Terms
 Payment schedule
Contracts
• Review for …
▫ Date and time accuracy
 Set up and break down time
▫ Cancellation policy
 Weather/Act of God clauses
▫ Policies and restrictions
▫ Deposit and payment schedules
▫ Insurance requirements
ALWAYS TRY TO NEGOTIATE!
Venue Selection
• Research venues and conduct site visits
• Consider:
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Accessibility
Capacity
Date availability
Pricing
Questions for the site visit:
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Hours of operation
Booking process
Pricing
Parking
Required caterers/ other vendors?
Rain plan for outside events
Extra charges?
Cancellation policy
Parking
**Hint** Include this information on the invitation
• Does the venue have its own lot, street parking,
garage?
• Is parking open and free to your guests?
• If no, but there is parking nearby…
▫ Hire valet service OR
▫ Work with garage to pay in advance or receive a
discounted rate
Promotional Materials
• Determine marketing plan in advance
• Start publicizing the event 8 weeks out for best
results
• Make the most of free advertising
▫ Facebook, UMD website, email, word of mouth
Catering
• Send RFPs (request for proposal) to caterers
• RFP main points:
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Event date, time, location
Event description, theme, formality
Number of expected attendees
Budget
Determine items caterer is responsible for …
 Food
 Beverages
 Ice
 Linens
 Flatware, glassware
 Staffing (servers and bartenders
Catering (cont)
• Consider:
▫ Dietary needs (Vegetarian, Vegan, Kosher, Gluten
Free, Lactose free)
▫ Type of rentals (disposables versus china)
▫ Type of bar – Cash or open? Beer and wine or full?
The Timeline
• Guide to event planning process
3-6 months in advance
Determine:
▫ Goal
▫ Budget
▫ Date and rain plan
▫ Theme
▫ Décor needs
Reserve:
▫ Venue
▫ Caterer
▫ Rental equipment
Confirm speakers
2 months in advance
Design invitations
Determine guest list
Mail/ Email first promotional materials
Confirm entertainment, menu, support staff and
volunteers
Select florist, photographer and other vendors
Develop layout of venue
6 weeks - 1 month in advance
Send formal invitations (if needed) 8 weeks before
Finalize décor
Create signage
Finalize, print program
2-4 weeks in advance
Track RSVPs
Publicize event online
Finalize agreements with vendors
Walk through venue
Receive printed program
Create timeline for day-of event
One week in advance
Contact “no replies”
Print guest list in alpha order
Create nametags, etc.
Confirm guest count with catering
Create seating diagrams
Review responsibilities with event staff and
volunteers
Follow up with all vendors
Event day
Arrive at least 1 hours early
Wear comfortable shoes
Bring final copies of all planning documents,
vendor forms
Greet and brief volunteers, staff
Examine venue
Perform lighting, sound and video checks
Set up registration table at least 30 minutes before
event start time
Following the event
Pay outstanding invoices
Send thank you notes to participants, volunteers
and staff
Hold an event debriefing amongst the planning
team and record feedback for next year
Conduct survey of attendees for feedback
Mock-event planning activity
• Each team is given $10,000
• Must plan family BBQ for 200 guests (50 are
kids)
• Must determine venue, catering, décor, rentals
and entertainment for event
• Make a budget and determine how to use your
money
• Describe which order you would contact vendors
Activity de-brief
• Important takeaways…
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If outdoors, there must be a rain plan
Must examine venues for stipulations
Vendors are expensive – make sure you negotiate!
There must be a diverse menu which includes
vegetarian options
▫ Must start by creating a budget and securing a
venue
Questions?
Contact Information:
Jessica Roberts
Director of Sales & Special Events
University of Maryland Alumni Association
Samuel Riggs IV Alumni Center
jrobert3@umd.edu
301.405.7081