Office of Student LifeWelcome to the Office of Student Life - phone 260 - 481 - 6609

Event Planning

Planning an Event

First, ask your group some questions:

  1. What goals do we want to achieve from this project -- fun, attendance, money, publicity, group cohesiveness or some combination of these?
  2. Do we have any money to pay the performer(s) and advertise the event or will we need to do fundraising beforehand?
  3. How many people will get involved and help; where and how?
  4. What kind of experience organizing events do our members have?
  5. Is an event the best way to achieve our goals?

If you still see encouraging signs after thinking about these things, then you are probably ready to decide on the type of event -- dance, sports or social activity, performance, lecture, concert, etc. Once this decision is made contact the Student Life Office (SLO), to help you work through many of the planning details and direct you to the appropriate offices on campus that you will need to work with to make your event a success.

Tips for Organizing a Successful Event
Remember, one person can't do it alone! Make sure the members of the organization are invested in sponsoring the event. They will be more likely to follow through and participate in all the planning details if they feel a sense of ownership for the event.

See a staff member in the Student Life Office early and often. In addition you may want to ask your advisor to become a working member of the planning group. Make sure to fill out all the proper forms, get signatures and generally be nice to the people you need to work with.

Confirm all arrangements with critical people. Make sure there has been clear communication with everyone (especially a performer whose talents is crucial to the event). Phone call reminders to volunteers are useful so they know where to be, when and what to do.
 
Plan far enough in advance (at least two months). Leave plenty of time to develop, produce and distribute your publicity materials. Use banners, flyers, press releases, ads and especially word of mouth. Create excitement, not just an event!

Create a Plan of Action
First, select the date, as it's one of the most important decisions. Choose one and an alternative, then check with SLO staff to find out what else is going on at IPFW on those days. Are there any conflicts with other events planned for the same day or week? Are there religious or cultural holidays, midterms, finals, semester breaks? Check the school calendar, community calendar, athletic schedules and holidays. Be sure to take weather into consideration if the club is planning an outdoor event.

Reserve a venue as soon as you have chosen a date. The few rooms and performance spaces at IPFW are in extremely high demand. You may need to reschedule the event depending on space availability.

Brainstorm all the specific tasks that need to be accomplished before, during and after the event. Create a checklist of jobs, including getting the needed supplies (such as media equipment, cash boxes, decorations), accounting and bill paying, event coordination, etc. Actually check off each item as things get done.

Develop a timeline detailing what needs to be done when and by whom (if you can, permanently post this and the checklist where club members can see them). Base the schedule on what works best for your volunteer crew. Count back from the selected date to set deadlines. This tells you whether there is enough time to do all that has to be accomplished prior to the event.

Do all the necessary paperwork (for space reservations, permits, etc.) Some events have very specific guidelines for implementation. Timely advice on campus policy and procedures and completion of necessary paperwork for approvals and permits will help you avoid frustration and delays later on. See the Student Life Office with any questions regarding appropriate paperwork.

Get the word out! Publicize your event, starting at least five weeks before your event, develop, produce and distribute your publicity materials. Cover all the bases (radio, print media, flyers, universal calendar, banners, the Communicator, newsletters, etc.). Also, ask club members to tell friends about the event -- word of mouth is important!

Don't try to do it all yourself! Delegate, delegate, delegate! Recruit volunteers early so you won't be scrambling as the event date looms. Be sure you have enough people to fill specific assignments without over-assigning any one person. Create subcommittees; involve talented individuals and motivated members to become involved in the event. Consider joining with another student organization to co-sponsor the event and spread out the work.
 
Start a file with copies of your timeline/schedule, publicity, financial records, correspondence, policy guidelines, important contacts, etc., so future club members can use them in planning. The final addition to this file will be your evaluation of the event, listing those things that worked well and those that could be improved next time.

Event Planning Timeline
Throughout the time leading up to the event, continually evaluate whether things are getting done, so that trouble can be spotted and handled before it becomes serious. Be ready to re-adjust the plan as needed to accommodate the unexpected.

Here is a suggested timeframe to follow - allowing two months advanced planning time.

Minimum number of days in advance to complete tasks:


60

See SLO staff to determine feasibility of event and discuss a program plan.

 

Check the Walb Union Calendar, for room availability, before completing an Event Planning and Scheduling Form.  Please allow a minimum  of 10 business days for processing.

 

Confirm availability of artist, lecturer or performer. Work with your Student Organization Advisor in determining contractual requirements.

 

Develop an advertising and marketing plan.

45

Secure funding sources (IPSGA Funding Request, Club Fundraising)

30

Hand in ticket request form to Business Manager for Student Organizations, 481-0723.

 

Establish all set-up arrangements with Walb Union Operations or Physical Plant.

 

Be sure everyone necessary has signed off on all forms and contracts.

21

If your event requires Audio Visual Technology Services (AVTS) equipment, make sure those arrangements are made. Please e-mail April Wirt at wirtaa@ipfw.edu. All request must be received at least 5 business days before the event. Information should include: Organization, Items Needed, Date of event, Location of event, Drop off time & pick up time of equipment.

 

Submit check requests for performer, staff, hospitality, etc. to IPFW Bursar.

14

Determine need for additional publicity/promotion and implement, if required.

10

Double check on all the above.

The Week Before The Event

  1. Confirm facility reservations and setup.
  2. Confirm all arrangements for speakers/performers, including transportation, hospitality and hotel.
  3. Confirm that all volunteers know what they should be doing.
  4. Make a checklist of last-minute details that must be taken care of (supplies, decorations, refreshments, etc.).

One Day Before Event

  1. Confirm all arrangements: setup, clean-up, food service, last minute publicity, technical services, security, schedules, staff duties, payment for artist -- Everything!
  2. Contact everyone involved (including volunteers, the performer, the technical crew) and make sure they know when to be where. Confirm all arrangements with critical people once is not enough.

Day of the Event

  1. Arrive at least 1-1/2 hours before event begins.
  2. Make sure setup is going on schedule.
  3. Check equipment; make sure it works properly.
  4. Make sure you have necessary payment for performers. Obtain receipts.

Post Event

  • If you are responsible for clean up, make sure it is done.
  • Thank everyone involved. Write letters or notes to anyone who made a contribution to the event, including your advisor, donors and workers.
  • Conduct post-event evaluation; communicate suggestions to future planners and sponsors
  • Pay all the bills promptly.
  • If the event is canceled or rescheduled, the sponsor must notify all affected parties immediately. Failure to do so may result in incurred charges for facilities and/or services.

 

 

 

Contact April Wirt at 481-6637

email at wirtaa@ipfw.edu