Event Planning 101

Not all of these questions apply to every event, but they're great to think through!

What are your goals for the event?

Like Simon Sineck says, "Start with Why!" Thinking through what you want to accomplish with your event will go a long way towards making it successful!

When do you want the event to take place?

Once you know what you want to accomplish, the next step is figuring out the timing for your event.

What do you need to do to get ready?

A good idea doesn't always mean you'll have a good event. You've got to do the work to make it happen!

What do you need to do afterwards?

Follow up and follow through to make sure lessons learned can be applied and your next event can be even more successful!

Like Simon Sineck says, "Start with Why!" Thinking through what you want to accomplish with your event will go a long way towards making is successful!

  • What is the purpose of your event? Is it social, informative, celebratory, or something else?
  • What would it take for you to consider the event a success? This may be an attendance goal, positive post-event feedback, or something else.
  • Who should attend your event? Is it targeted just towards your members or are other folks included?
  • Where is the ideal location for your event to create the desired environment/ambiance?

Once you know what you want to accomplish, the next step is figuring out the timing for your event.

  • Consider various holidays, campus breaks, and major campus events (OctoberWest, Preview Day) when picking a date to avoid conflicts.
  • Determine how much prep time you need for your event and ensure your date is far enough out.
  • What is is the best time of day and day of the week for your event?
  • Are the ideal locations for your event available during those dates?
  • How long should your event last?
  • How much setup/takedown time do you need for your event? Its always better to have extra time than not enough.

A good idea doesn't always mean you'll have a good event. You've got to do the work to make it happen!

  • Is the event open to anyone or is there a specific guest list? If there's a guest list, how/when are you inviting those guests? If the event is open to anyone, how are you marketing/promoting it (posters, social media, email, etc)?
  • Does your event require setup? Be sure to submit any media workorders, facilities workorders, and to ask for volunteers to setup decor if needed.
  • Do you need volunteers to staff your event? Ask early and be specific about their responsibilities.
  • Does your event need any supplies? What is the plan to purchase those supplies and where will they be stored before the event?
  • Does your event require a script? If so, be sure to draft it early and send it to all your speakers for review.
  • Do you need any printed programs or other materials? Submit printing requests early to ensure they arrive on time.

Follow up and follow through to make sure lessons learned can be applied and your next event can be even more successful!

  • What physical (decor, supplies) or digital items (scripts, marketing) from your event can be saved for future events? Where will those items be stored?
  • Is it appropriate to send thank you emails to the event staff or special guests?
  • Should you send out a post-event survey to get participant feedback?
  • Have you scheduled a post-event debrief or evaluation for the event planning staff to discus what went well and what can be improved for future events?
  • How are you storing your participant survey and event staff reflections so the information can be accessed and used for future events? Are you creating an after-event report?