event planning & programming workshop

EVENT PLANNING & PROGRAMMING WorkSHOP

Montana State University BillingsStudent Union & Events Office

SUB 219

Event Planning Steps

*Goals & Objectives*Planning*Implementation*Assessment

Goals & Objectives

*It’s very important to evaluate your campus, target audience and current programs on campus. *By setting goals & objectives, you will have a guiding force behind planning your event.

Campus culture

*Know your campus! *What is the culture of campus?*Will the event be controversial?

NEEDS OF CAMPUS

*IS THIS AN EVENT OR PROGRAM THE CAMPUS IS IN NEED OF?*What other events, if any, are similar to your event or already being done?

Setting Goals

*Set clear and concise goals for your event*Consider the steps you will need to take to achieve the goals

S.M.A.R.T. Goals

*Specific-you should have a specific goal in mind*Measurable-what strategies will you use to measure your progress? *Attainable-Be realistic about the goals you are setting* Relevant-Is it relevant to what you’re currently doing?* Time-Bound-Set a date for your goals & have a timeline

Planning

* Planning takes a lot of work and time. *Think about strategic people and groups on campus to partner with for your event

Committee

*Meet regularly to check in on updates*Have a member of the target population for event on committee*Know your members' strengths

Permissions & Paperwork

* Be sure to get the proper paperwork filled out with the SUB and University.*This includes: Hospitality Forms, Fundraising Forms, & Use Of Campus Grounds Forms

resources

*Budget-How will you pay for it? What are your funding options?*Venue-Where will you host your event? Use space Creatively!*Equipment- What will you need for A/V & Sound?*Volunteers-Who will work your event?

Timeline

*Create a timeline & Stick To it, but allow for flexibility if needed*Work backwards in creating a timeline*Meet regularly with your group members to check in on progress

Implementation

* Implementation of your program is also a lot of work but can be really rewarding!

Schedule

*Create a schedule of your event for your volunteers and workers. This keeps everyone on the same page

marketing

* Use a variety of media and social media*Avoid Jargon & Accronyms*Be Creative!*Time it carefully*Keep the message consistent across all platforms

delegation

* Be realistic about work load and getting tasks accomplished*Don’t overload yourself by trying to do everything on your own.

Post Event Assessment

* Evaluating your event is extremely important. Many of our campus leaders are looking for assessments of how events end up going*This could potentially lead to more funding for your event(s) in the future.

evaluation

* Gain feedback on the event through evaluations & comment cards*Touch base with any vendors you use to see what worked & what didn’t*Have a post-Event meeting with your group

Administrative decisions

* Through your evaluation, you must determine if you want to: -Modify your program-Continue Your Program-Abandon Your Program

*Usually, it’s a combination of Modification & Continuation

Documentation

* Keep a record of all aspects of your event*Put together a binder or flash drive of information including your budget, receipts, important email or correspondence

Most Importantly:

*Be sure to enjoy the event yourself! You put in a lot of work, so soak it all in. *Don’t sweat the small stuff. Most people won’t be able to tell that something went wrong during the event!

Questions?

Stop by the Student Union & Events OfficeSub 219406-657-2387studentactivities@msubillings.edu

References

Cuyjet, M. & S. Weitz. “Program Planning & Implementation.” The Handbook of Student Affairs Administration. Pgs 545-564.