Below are the general recommended steps to be a great event planner. This is a good place to start! However, executing the following in accordance with policies and procedures is a requirement. To be sure you are aligning with those expectations, check out the Student Organization Handbook 2023-2024.
Spend time hammering out the purpose of your event and brainstorm all the things needed to accomplish that purpose. What space is needed? What about funds? Is the date you have in mind available? Will someone be hired? What will we as a team need to do to execute this? Who will have what responsibilities?
You want to spend money on your event? Great! To do so, it's best to stay organized and within budget. Set a limit for your event and keep track of expenses as you go. You may need to connect with us before spending.
It's important to know how you can spend your money. Refer to the Handbook and/or SAFAC guidelines.
All of your event details should be kept in a file. Reservations, contracts, brainstorms, agendas, receipts...anything and everything you have done should be kept in a digital file. This will help your future self and others for years to come. mySNC group accounts have wonderful places where these details can be kept
Whether your event is on campus or off, there is more than likely something you will need to complete with SNC before continuing with your event. This might include reserving a space, ordering catering, working with campus safety, implementing a waiver, and more. If these tasks are not complete, you might not be able to execute your event. Check out more in the resources section for ways to accomplish this.
If you are hoping to contract with a company, purchase supplies, or work with vendors you must follow the rules laid out in the Student Organization Handbook. This involves working with our office to complete these tasks.
Refer to our tips and advice section to learn about a helpful timeline for this to be a success.
Big or small event, you need to have a plan for what will happen the day of. Create a timed agenda with locations, responsibilities, and all details that should be known to run your event.
If you can't make it to your event for an unforeseen circumstance, someone else should be able to look at this information and execute the event well.
You may have made a reservation or contracted someone weeks ago and something might have changed since then. As your event date nears, it's important to circle back with the people you work with to update them of changes or confirm loose ends.
3 weeks before your event is a great time to roll out advertisements. This includes publishing on mySNC, finalizing posters, social media and more! There are policies in place for all these promotion options laid out in the handbook.
Failure to follow these guidelines may result in promotions being revoked.
There’s no way it's going to rain…right? Famous last words.
The worst thing an event planner can do is not be prepared. Follow all the steps above to make a secondary plan. Being ready with a backup plan is more reliable than wishing for good weather.
The wrap up for an event is just as important as the lead up. Think through all the aspects over your event and be sure to tie up loose ends.
Has everyone been paid that? Did I leave supplies somewhere? Have I thanked the people I need to? Take down the posters I set-up? Are my files up to date? These are just some examples of the tasks lefts behind when the event is over.
Campus Center -330.
