Event Planning Guide




Дата канвертавання20.04.2016
Памер71.93 Kb.

Event Planning Guide


This guide is designed to help plan and implement successful events. This guide provides important information about the four essential phases of the Event process: development, planning, promotion, and follow-up.
Greeting –

Me

Them



No Agenda—to be flexible to meet your needs…What’s most helpful for you?

At the end and throughout for questions in the process…the why? Hows?

Why we’re here?

Perhaps you’ve experienced difficulty in numbers or the publicity just stressed you out way too much. Possibly, never put on an event before.




Phase One: Event Development .t

Overview of Event Development


Get together with your group members and brainstorm. Ask the important questions:

  • What do we want to do?………………………………………………………….………..

  • Why are we doing this?

  • What need is being addressed? …………………………………………………….………

  • Who are you serving? Who are you inviting?

  • Who can you collaborate with? ……………………………………………………………

  • How can you grow your organization-involve volunteers, etc?

Decide on an Event idea and choose possible dates for the event.


Set a Budget: Decide in advance how much you are willing to spend.

  • Meals/Refreshments……………………………………………………….………………

  • Advertising

  • Audio visual needs (microphones, TV/VCR, sound, screen) …………...…………………

  • Security


Questions?

What events did you have a burning desire to plan?

What events have you seen done well?

Phase Two: Planning….. ………………………………………... .

Overview of on campus event planning
On Campus Logistics

1. Check date availability


  • Review the online calendar @ http://events.plu.edu……...……………………………...…

  • Student groups should utilize Student Involvement & Leadership office to help narrow down possible dates for your event and identify opportunities for collaboration

  • Faculty and Staff members planning events are encouraged to speak with a staff member in Conferences and Events (x7450) for planning assistance. …………………...…………

2. Space Availability/Requests


  • Check with Conferences & Events for available space (Including classrooms, Red……... Square, Foss Field, Olson, and Eastvold) or if you would like to program in Resident Hall lounges, contact each hall’s front desk for procedure. …………………………………..…

  • Schedule space with Conferences & Events

    • You may schedule space using the online request form…………………………… http://events.plu.edu/admin/event-request.php on the calendar site or by………… completing the paper request form in the office. ……………...………………...…

      • Conferences & Events will respond to your space request within 24 hours.

      • Note: Although you would like a specific room, your event may not…….. necessarily be placed there. It is Conference and Events’ responsibility to. manage space effectively and efficiently according to the available………. facility, labor, special setup considerations, and the type of activity that is.. planned. ………………………………………………….…………………

    • Provide an account number with your request for ease in billing audio/media services when requested…………………………………………………………….

    • Clubs & Organizations may check with the Student Involvement & Leadership…. office for their account number. ……………………………………………………

  • Conferences & Events will not reserve a space for a student organization sponsored event until a completed Event Planning Form is returned…….………………………………..…

3. Event Planning Form for Student Organized Events

Flip to Appendix A for lowdown.




  • An Event Planning form is needed when scheduling all student organized events (except for general meetings)……………………………………………………………………….

  • The form is available online at http://www.plu.edu/%7Eslif/sil/forms.html or in the Student Involvement & Leadership office

  • See Appendix A for more details relating to Event Planning Form……………………….

  • See Appendix B for funding options for Student Organized events.

4. Changes/Updates with your event


  • Always keep Conferences & Events aware of any changes to your event. …………..……

  • For larger events, Conferences & Events asks that you consult with them at least 2 weeks in advance. Any changes made with less than 2 weeks notice are not guaranteed.

  • Before printing a poster or flyer confirm the program schedule, location, and equipment... reserved with Conferences and Events to assure details have been agreed upon. …………

5. Cancellation of your program


  • Please notify Conferences & Events as soon as possible if your program is cancelled….... This is important to avoid being charged any fees. …………………………………..……

  • Catering will charge 15% of the total expected bill for events canceled with less than 5 business days notice, or 30% with less than 2 business days notice.

  • Audio/media cancellations received less than 24 hours of the event will be charged at the applicable rate....……………………………………………………………………………

6. Extending Invites beyond the PLU Community


  • Inform University Communications @ x7430 if you are extending invites beyond PLU…

  • Event Security

    • For specific guidelines regarding security staffing see Appendix C. …………….

7. Meals


  • Contact Catering (x8501) ahead of time with any food requests. …………………………

    • Their services include meals for banquets, reception, and smaller items such as a pitcher of water for a speaker. ……………………………………………………

    • Refer to the Event Planning Guidelines in the Catering Menu for a timeline about ordering, available online at http://www.plu.edu/~dining/Catering_Menu.pdf, for tips on booking your event

    • Complying with Pierce County Department of Health regulations catering items... (food, beverages) at on-campus functions (including fundraisers) must be……….. provided by Catering Services unless the Director of Dining Services agrees to…. other arrangements. ……………………………………………………………...…


****Large events…see Campus safety guidelines Appendix C****

Questions?

Where have you been /or are unclear in event planning?



Off Campus Event Logistics


  1. Student Groups must see Student Involvement & Leadership…………………………………

  • A contract will be needed; do not sign until a staff member in SIL has reviewed this document with you.

  1. Set up a meeting with SIL to discuss personalized event planning guidelines for off campus...

  2. Insurance Coverage

  • When traveling on PLU business and using your personal vehicle, your personal insurance will be primary. Anyone driving to and/or from the event should be aware of this policy.

  1. Use of PLU Vehicles ****book these three days in advanced -- minimum****

  • Campus Safety in Harstad Hall is responsible for scheduling vehicles.

    • Vehicles are reserved on a first-come first-serve basis-reserve early and provide an account number.

  • Review the Driving Safety Manual available online at http://www.plu.edu/campussafety

  • Student groups must provide a signed Travel Itineraries to Campus Safety and their advisor

    • The Travel Itinerary is available online at http://www.plu.edu/~slif/sil/forms.html

  1. For cancellation of your event or any changes to your program be in contact with the vendor immediately.

Event Logistics (On or Off Campus) Don’t Forget about…

  1. Nametags

  2. Walkie Talkies for large events

  3. Extra tables for registration

  4. Check in table necessities (RSVP list, highlighters, pens, campus map, contact list).

  5. Hotels for overnight guests

    • Check your contract-overnight accommodations might be your responsibility.

    • The Admission’s Office maintains a list of local lodging

  6. Directional signage

Oh No! I need a …


Even when planning with the best of intentions, occasionally you will get to your event and something will be missing or you will need something. If your event is on the weekend or after regular business hours, contact Conferences & Events, they maintain a list of emergency contact information.

Take a deep breath and come up with a back up plan-you are human and resilient!



A bit about ….Inviting a Speaker from Off Campus?


  • All student groups must meet with their advisor prior to inviting a speaker from off campus.

    • Review all contracts with a staff member in Student Involvement & Leadership and your advisor.

  • All spiritual/faith-based speakers must be approved by Campus Ministry.

Inform the University Communications office (x7430) about the details of your event and the speaker. Stimpulate…Political Speakers during an election year

Phase 3: Event Promotion…………………………………………

Overview of Event Promotion



Posting Regulations for Signs and Posters

General Guidelines


Contents

  • Clearly indicate the sponsoring group, time, place, and date of the event

  • ASPLU/Impact “approval stamp” obtained in the Student Involvement & Leadership office.

    • Only posters for approved events will be stamped

  • Information about religious events may be posted only if approved by the Campus Ministry office.

  • Political campaign posters for individual candidates for public office may not be posted except as a general listing of all candidates sponsored by a PLU organization.

  • Commercial advertising signs are not permitted except when sponsored by a university department (e.g., the bookstore, athletic department), ASPLU, or Residence Hall Association, or when the Residential Life and/or Student Involvement & Leadership determine they are in the general interest of the university community.

  • Signs for Off Campus Programs will be approved only if they are judged to be in the interest of PLU students and staff.

Timeline for Posting

  • For most events, posters may not be put up more than two weeks in advance of the event and must be removed the day following the event.

Size Regualtions/Posting Restrictions

  • No poster may exceed 14”x22” in size.


General University Bulletin Boards


  • Approved posters may be posted on General University Bulletin Boards.

  • IMPACT will distribute and post your posters on all General University Bulletin Boards and in the Residence Halls-a total of 35 boards. This service is free!

  • Leave 35 posters in Student Involvement & Leadership to be stamped and distributed

  • To maintain the beauty of campus, no promotional material shall be affixed to interior walls, trees, light standards, windows, benches, or exteriors of buildings.



Where are the General University Bulletin Boards?

Columbia Center Eastvold Auditorium

Hauge Administration Building Ingram Hall

Memorial Gymnasium Mortvedt Library

Olson Auditorium University Center

Xavier Hall.

How do you make copies?

I’m not artistic, I don’t know the computer programs…What’s a pdf? Can someone do it for me?

*Splurge on IMPACT Appendix D*



Residential Life Posting


Recognized PLU clubs, organizations and departments may post in the residence halls. Signs larger than 8 ½ x 11 (with the exception of IMPACT posters) must be approved by the Resident Director for each hall.

  • To post in each Residence Hall wing provide 80 copies to the Residential Life Office in Harstad. Flyers will be disseminated among the RAs/CAs for posting in their boards.

  • To post in the Residence Hall lobby contact the Resident Director in that hall.



UC Poster Strips


You must reserve a poster strip with Conferences & Events before posting on the strips in the UC. You may reserve strips for one week at a time and you may reserve up to one strip per floor in the UC.

Dining Rooms


Posters, fliers on tables and table tents are not allowed unless approved by the manager.

University Restrooms

Posting in the University restrooms is not allowed with the exception of approved Hall Council publications in Residence Hall restrooms.


Also Add….Rieke, Administration Building



Unapproved or improperly posted signs and posters will be removed.

FINAL APPROVAL AND INTERPRETATION OF GUIDELINE WILL BE THE RESPONSIBILITY OF STUDENT INVOLVEMENT & LEADERSHIP.




Other Options for Publicizing your Events and Meetings




The Daily Flyer (ASPLU Director Dave Swoish/ Production Director Tiffanie Clark)

www.plu.edu/~impact/ -- University Center (next to Computer lab) -- x 7479


For a small fee IMPACT can print your advertisement for a fundraiser, your meeting time and place, or an event you’re sponsoring in the Daily Flyer. Pick up the Daily Flyer ad outside the IMPACT office (lower level of the UC). Be sure to drop the form off by 2:00pm the day before you want to the ad to appear. See Appendix D for further details about services offered by IMPACT.

Campus Voice (Univeristy Communications: ucom@plu.edu)


http://news.plu.edu/ AdminBldg. 207 x 7430

The Campus Voice is an electronic newsletter e-mailed to all faculty, staff and students with a PLU ePass each Monday. Email them at camvoice@plu.edu


KCNS (General Manager: Dan Hould/ University Center Mezzanine)

Phone: (253) 535-8705 or on-campus x8705 E-Mail: kcns@plu.edu. Place an announcement on the television screens around campus by emailing with a quick description of your event. Contact KCNS with options for special features.

KCCR (News Director: Lucas Stonehouse/ University Center Mezzanine)

Phone: (253) 535-7893 or on-campus x7893 E-Mail: kccrnews@plu.edu Lucas Stonehouse’s Music Interests: Classic Rock, Metal, Folk Lucas Stonehouse’s Favorite Bands: Jethro Tull, Pink Floyd, The Cure, Tom Waits, Nine Inch Nails, Tool, Garmarna. Every thought about having your event announced on air? Email Lucas Stonehouse!

The Mast (News Director: Juliet Mize/ University Center Mezzanine)


Get a story about your event printed in the Mast! Send a press release to mastnews@plu.edu

Bookstore (Director: Angela Zurcher/ Univerisity Center)


Contact the Bookstore manager about reserving space in the bookstore window for a creative display.

Word of Mouth (Everyone)


Quite possibly the best way to advertise your event! There are 416 Full/Half time Faculty members at PLU, 435 staff members and over 1680 students in the University Residence Halls--Tell everyone-friends, classmates, staff members, and faculty-date, time, location, and what you will be doing.

Speaking of world of mouth---the Word of the Web.

Trials and success of making great functional websites.

Design vs. use or “The best of intentions”


Questions and Discussion about Publicity on Campus?

Does this suit your needs?

Suggestions for off campus.

So, you’ve got a basic overview…where do you get the Money, money, money…monnnney?

See appendix B.


Phase Four: Follow Up……………………………………………….


Stick the dismount…and earn a great reputation with your team, your volunteers and the finished public image!
Immediately Following Event………………………………………………...…………………….

  • Tear down and clean up…………………………………………………………………….

  • Remove any advertising

Evaluate…………………………………………………………..…………………………………

  • Review with your group what worked/what didn’t……………………...…………………

  • Leave notes to pass on for future event planning purposes

  • Identify any difficulties that occurred with the process and action steps for improvement in the future…………………………………………………………………………………

Thank You Notes…………………………………………………...………………………………

  • Send thank you notes to key players in the planning.

  • Send thank you notes to people who may have stepped up in a moment of need……….…

  • Thank your group and planning team

Take care of the paperwork

Take care of the billing!
Questions? Or Any particularly good ways to follow up after an event?

I’m always pretty warmed if I’m on a team to have a thank you, and in turn have tried to build in the thank yous…more of an intentional to connect is a small thank you card.




***Throughout this process…Self Care! Especially when you a frustrated***!

A few Tools to help plan…sliding scale.



Recommended Planning Timeline

What
When

Brainstorm ideas

Beginning of each semester

Plan the current of upcoming semester’s schedule

April and September for fall; November for J-term; December, January, and February for Spring

*If you submit an event planning form by May 1st for the following year, then it will appear in the next year’s student handbook calendar

Note: Major campus events are generally put on the Master Calendar in March for Fall semester, and in October for Spring semester

Finalize plans (choose possible dates, fundraisers, etc.)

Beginning of each term

Meet with Student Involvement & Leadership (when completing an Event Planning form, planning a fundraiser, have a question)

Depending on the event, one month to two weeks in advance

Funding and billing

One month in advance; two months is requesting funding from the Appropriations Board

Check date with Conferences & Events and Student Involvement & Leadership

At least 2 months ahead*

Schedule any A/V, media, food services

At least 1 month ahead*

Design publicity

At least 3 weeks ahead

Publicize, publicize!

Ten days in advance

Staffing (who do you need, where and when)

A week to 10 days ahead

Last minute double checking and trouble-shooting

The day before the event

Enjoy your Well-Planned and Successful Event


Clean Up/tear down

Immediately following

Collect receipts/make deposits

Immediately following the program or at the earliest opportunity

Evaluate the program

At your next meeting

*How far in advance you need to schedule facilities and technical services depends on how large your event is and what time of year your event will take place. The larger the event, the earlier you need to begin planning. The beginning and end of each semester are busy times. Keep this in mind when you begin discussions with your group.


This Planning Timeline is a suggestion based on experience. If you brainstorm ideas, and come up with a schedule for the semester, plan your meetings well in advance, and publicize your events, it is very likely you’ll have a great year. Remember, too, that flexibility is important.

Appendix A……………...…………………………………………………………

Event Planning Form Details for Student Organized Events

The Event Planning Form was designed in collaboration with Student Involvement & Leadership, Conferences & Events, Residential Life, and Campus Ministry. The goals of this form are:

  • To avoid double booking of events.

  • Tracking of Student initiated events.

  • A chance to ask important logistical questions: How loud is this event? What might be disturbed? How will it be paid for?

  • To encourage and identify opportunities for collaboration.


When to Use the Event Planning Form

  • Anytime a student group is reserving space on campus for anything other than a meeting.

    • Conferences & Events will not finalize a space reservation for student clubs & organizations unless this form is completed and returned to them.

  • If an event (on or off campus) includes any of the following:

    • An outside speaker

    • Advertising/inviting outside of the PLU community

    • Fundraising/Sale of Merchandise (including tickets or donations)

    • On-campus outdoor activities

    • Live music/sound amplification

    • Food

    • Travel/use of an off-campus venue

    • Physical activity by participants


Identifying Needs for your Event


  • Provide as many details as possible when you are filling out the Event Planning form and scheduling with Conferences & Events.

For example, what will the event involve? Will you need…

    • A microphone, tape playback

    • An overhead projector, screen, slide projector

    • A special set up, tables, chairs, riser, podium, easel, chalkboard

    • A table for food

Note: Please do not wait until the last minute to ask for extra tables or media equipment; the equipment and/or labor may not be available.

Special event planning form for the Cave…just to give them a personalized FYI.

Appendix B……………..…………………………………………………………

Funding Opportunities for your Student Organized Event


Recognized organizations can obtain funds in three primary ways: Fundraising; Appropriations Board; and Dues. Additionally, the Student Life Council has allocated funds to support travel. Details on each of these funding options are listed below.

Fundraising


Contact the Student Involvement and Leadership Office, (x7195) for in-depth information on fundraising procedures and ideas. You must complete a Fundraising Planning Form available in the SIL office or online at http://www.plu.edu/~sil/ and receive written approval before conducting any fundraising activity. Funds must be deposited into the club account within 48 hours of receipt. Clubs that do not deposit funds in this timely manner risk being placed on inactive status.

Appropriations


Funding may be available to your club through the Appropriations Board. Your club must be registered and in good standing with the university. The form is available in the SIL office or online at http://www.plu.edu/~sil/. Contact the ASPLU Finance Director (x7480) for further information and the petition process.

Student Life Council Funding Request


The Student Life Division will support student travel to conferences and events away from the campus. Their support can only be a portion of the total cost, and the sponsoring organization must submit a written plan that specifies how participation in the event/conference will benefit the PLU community. Generally, funding will only be awarded if a program or event will be held on-campus following the travel.

Appendix C………...………………………………………………………………


EVENT SECURITY
Guidelines for Hiring Event Security Staff
For any event sponsored by or conducted on the property of Pacific Lutheran University, the following guidelines must be followed for hiring professional security staff:
Event Type Number of Professional Security Staff
1. Speaker determined to be "controversial" and One plus one per every 500

needing additional security support as requested people expected to attend by any dean, department head or officer of the (over the initial 500).

University.
2. Foreign dignitary. As determined by the Department

of State, FBI/Secret Service or other official Governmental agency.


3. Indoor Events planned or sponsored by student Two plus one per every 500

organizations or student government expected people expected to attend

to attract significant numbers of non-PLU (over the initial 500)

community members (including but not limited

to concerts and dances).

4. Outdoor events planned by student organizations Two plus one for every 500

or student government where the event may people expected to attend

attract significant numbers of non-PLU com- (over the initial 500).

munity members to the event (picnics, concerts,

dances, etc.).


5. Any other event determined by University Two plus one for every 500

Officials as needing additional security. People expected to attend

(over the initial 500).

Concerts and other events held in the Mary Baker Russell Music Center, plays and other events held in Eastvold Auditorium, and PLU athletic events, regardless of their venue, generally do not require additional security. If a determination is made that additional security is needed, it will be handled on a case by case basis.



These guidelines were developed in cooperation with local law enforcement agencies and other professional event planners for the benefit of Pacific Lutheran University and its community. The primary objective is life safety. Prevention of physical harm and vandalism are also major considerations. Any deviation must be approved in advance by the Director of Campus Safety and the Director for Student Involvement and Leadership.
07/10/03 revised

Appendix D………...………………………………………………………………

IMPACT


As mentioned under posting guidelines, this student-run advertising agency can help your organization’s meetings and events get noticed. Located on the lower level of the UC, next to the Computer Lab, IMPACT can produce posters (and distribute them, or your own, around campus), place your advertisement in the Daily Flyer, print a brochure and few other things. You can reach them by calling x7479.

Posters


If you wish to have a poster designed and printed by IMPACT, they ask that you give them at least two weeks to print it. This requires careful planning so that the poster can be displayed around campus several days prior to your event. Be sure to proofread the poster to ensure that the date, time and place are correct. Details may have changed over the two-week period while your poster was being created!

Other Products Designed by IMPACT


  • Flyer (8 ½ by 11)

  • KCNS commercial

  • Mailer

  • Tickets

  • Webpage

  • Table tents

  • Business card

  • Video production

  • T-shirts

  • Logo

  • Audio production

  • Quick Copy

Have an idea not listed here? Check with IMPACT for options.




База данных защищена авторским правом ©shkola.of.by 2016
звярнуцца да адміністрацыі

    Галоўная старонка