Keeping you on TRACK and ON TIME.
INTRODUCTION
CURTIS BELL
EVENT PROGRAMMER
BUSU
CBELL@BUSU.NET
@DURTICUS
2006-2008 President
Cambrian Athletics 'Association
2009-2012, Event Coordinator
Brock University Students’ Union
2012-2014, President
Cambrian Students’ Administrative
Council
2013-2014, President
College Student Alliance
FEEL FREE TO ASK QUESTIONS AS WE
GO!
Programming: TIPS, TRICKS & TOOLS
U N D E R S TA N D I N G Y O U R
TEAM&ROLE
Brock University Students’ Union 2014-2015
THERE’s AN APP FOR THAT
ASANA.COM – FREE
ORGANIZATION: TIPS, TRICKS & TOOLS| CURTIS BELL
THERE’s AN APP FOR THAT
TRELLO.COM – FREE
EVENTS & SOCIAL MEDIA: TIPS, TRICKS & TOOLS |
THERE’s AN APP FOR THAT
SKITCH – FREE
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
THERE’s AN APP FOR THAT
SKITCH – FREE
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
BRIEFS OR… BRIEFS?
Communication/Productivity: TIPS, TRICKS & TOOLS | CURTIS BELL
INTRODUC
TION
SUPERCHARGE MEETINGS
PRODUCTIVITY: TIPS, TRICKS & TOOLS | CURTIS BELL
DATE, TIME, LOCATION
PRODUCTIVITY: TIPS, TRICKS & TOOLS | CURTIS BELL
KNOW
YOUR AUDIENCE
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
MEASURING SUCCESS
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL
TIMELINE
Task
Tips
4-6 weeks prior
to event
Finalize date
Is this a good date for the target
audience?
▪ Exams; weekend; holiday;
other competing events
Do a reality check on event size
The BIG Picture
Conduct risk assessment of event
Submit event application form for approval
Do you have resources
(people/time, $) for a large
event
▪team up with another club
Complete ‘Event Planning’ Phase
Planning NOW saves tons of
frustration later
▪‘PEO Master checklist’
2-4 weeks
Finalize: Facilities/equipment; staffing;
communications; ERP
Finalize approved budget
▪‘Event Planning Checklist’
1-2 weeks
PEO/STAFF/Volunteer Meeting
▪Run through
Event Day
Complete ‘Day-of-Event’ Planning
▪Do you have a contingency
plan?
Post Event
Complete ‘post event’ planning phase
▪Follow up is essential!
4 weeks
details/expectations
▪Assign tasks to be
completed...accountability
Organization: TIPS, TRICKS & TOOLS |CURTIS BELL
FROM START TO FINISH
FACILITIES
Bookings
- Space
- Set up
- AV /Sound
Rental Agreement
- Approval?
Site Visit
- Bathrooms
- Electrical
- Set-up
- Parking
- Concessions
- General Inspection
- Meeting: Site mgr
Site Information
- Specific Details
- Map
BUDGET: $_________
SUPERVISION
Identify Staffing Needs
- Supervisors/monitors
- Ticket Takers
- Security/crowd control
- Set up/ take down
- Traffic control ( Regional
police
- clean up crew
- Back up staff/on call
- Band/keynote liaison
Identify Training needs
- Who needs it
- Training types
- Timing of training
Descriptions/expectations
- Required
BUDGET: $___________
DOCUMENTATION
Event Approval
- Submit risk management
- Approval Confirmed
Event Publicity
- posters/flyers
- Event signage
- Website/emails
- Approval confirmed
EMERGENCY RESPOSE PLAN
Emergency Plan
- Communication ( cell phones )
- People need 1st AID/CPR
- 1st Aid Kit
- Ambulance requirements
- Nearest hospital location
- Emergency contact list
- Accident Report Form
Communication re Event to:
- Student Life
- Secuirty
- Police
- Other
Event Insurance
- required? Listed as
additional insurer
BUDGET: $______________
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
BUDGET: $______________
WHY ARE WE DOING THIS?
&
WHAT ARE WE DOING?
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL
INTRODUC
TION
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CHRIS
ARE WE ON THE SAME PAGE?
WHAT THE PROGRAMMER EXPECTS
SOCIAL MEDIA: TIPS, TRICKS & TOOLS |CURTIS BELL
ARE WE ON THE SAME PAGE?
WHAT THE MARKETER EXPECTS
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL
ARE WE ON THE
SAME PAGE?
SOCIAL MEDIA: TIPS, TRICKS & TOOLS | CURTIS BELL
BIG OFFERS MEAN BIG DECISIONS
BUDGETS: TIPS, TRICKS & TOOLS|CURTIS BELL
THE REAL COST OF EVENTS
BUDGETING :TIPS, TRICKS & TOOLS |CURTIS BELL
INTRODUCTION
CURTIS BELL
2006-2008 President
Cambrian Athletics 'Association
EVENT PROGRAMMER
BUSU
2009-2012, Event Coordinator
Brock University Students’ Union
CBELL@BUSU.NET
@DURTICUS
2012-2014, President
Cambrian Students’ Administrative
Council
2013-2014, President
College Student Alliance
THANK YOU!
SEE YOU ALL
AT
THE GALA!
Programming: TIPS, TRICKS & TOOLS