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