Cañada College Event Planning

Event Follow-Up

Event Planning 101

• Write thank you notes to those who volunteered and attended
• If applicable, send out a follow-up assessment
• Remove signs and banners
• Distribute and post post-event media release and photos from the event

Speaker or Band

You Need:

Program

Presented by Your ASCC Commissioner of Activities

and ASCC Advisor

• Performance Agreement
• (Found on the district downloads page)
• Certificate of Insurance
• Additional Insured Endorsement
• Current W-9 & Social Security Card
• Attach an invoice to the Performance Agreement
• The Performance Agreement and/or contract signed by Sue Harrison at the District
• harrisons@smccd.edu
• Confirm audio visual needs with the speaker/band

Decor & Swag

What do you need to make the event fun, beautiful, and memorable?

• Draft a script & timetable
• Identify an MC
• Recognize special guests
• Two weeks before the event send out a volunteer sign up
• Assign all team members a specific role and communicate tasks
• If applicable:
• Create an event program
• Hold a welcome check in table with information on the event+sign in
• Having a drawing? (Can't call it a raffle)
• Secure bowl, tickets, prizes
• Mention donors

• Balloons
• The Bookstore sells balloon bouquets
• Flowers
• Divisadero Florist (415) 922-5455
• Table Cloths
• 4Imprint to get your logo on tablecloths
• Swag
• 4Imprint has almost anything you can imagine
• If you'd like to buy in bulk without your logo check out Oriental Trading
• TShirts
• John the Sign Guy in Pacifica (650) 359-1626

FOOD

Advertisements

• What kind of menu do you want?
• ONLY STORE BOUGHT FOOD
• Communicate budget, theme, and number of guests

• Who needs to be invited? Students? Staff? District? Community Members?
• Two weeks before the event, you can request for advertising through https://docs.google.com/forms/d/1FlvyKZfrlQjnszT5174TXtFUKx7rSMFFaW49kc64Ojw/viewform?usp=send_form

Not Creative?

Come to my event-there's free pizza!

Photographer

Electronic Fliers

Printing Fliers

Reach Out To

Jonathan Macswain to get your fliers on the Learning Center Computers.

macswainj@smccd.edu

Mike Tyler to get your fliers on The Grove screen.

tylerm@smccd.edu

The bookstore now does all of the copying and printing for fliers, posters, a-frames, and pamphlets.

Reach out to cancentraldup@smccd.edu

Create a shot list (pictures that are a must-have) with recommended people, places, and moments to capture.

Marketing & PR

Work with Megan Rodriguez to promote the event for:

• eblasts
• Facebook
• Gwamails
• banner installation

You can get design help from the Marketing Department and send in a request at least 3 weeks in advance.

Other PR Items

• Design and print directional signs for people to find the event
• Ensure you have the "Student Body Card Check In" A Frame Sign Placed by the Check In Table

How Many Do I Order For?

Invites

• 3 Weeks before the event
• Send via snail mail (If Applicable)
• 2 Weeks before the event
• Send the invites electronically
• 1 Week before the event
• Marketing Department will send a "What's Happening at Cañada"

RSVPs

Day Students = 80

Day Volunteers= 20

Night Order=65

Night Volunteers=10

• Track the RSVPs for your event
• What is your cut off date for RSVPs?

Food Ordening Video

Having a caterer (FOOD IS MADE ON SITE) come to campus?

You'll need:

Picking Up Food?

Getting it Dropped Off?

Please remember, the only person who can sign ANY contracts is a Professional at the School District.

C.O.A has created an account on ezcater for the ASCC to use when planning events. Ezcater is a website that has all of the restaurants that cater events compiled into one, convenient place.

After using Ezcater for some time, we will begin to earn points which can later be redeemed for money off of future food orders.

If you are chairing an event, please keep this in mind and ask both the C.O.A and Advisor to order the food with you.

• Standard Services Agreement
• Found on the district downloads page
• Certificate of Insurance
• Additional Insured Endorsement
• Current W-9
• The standard Services Agreement and/or contract signed by Sue Harrison at the District
• harrisons@smccd.edu

Download the

Facilities Request Form

Get a facilities request at:

https://canadacollege.edu/studentlife/docs/Canada-Internal-Facilities-Request.pdf

Step 3

Facilities Reservation

On the Form...

What do you want the layout to look like?

How many tables, canopies, and chairs do you need?

When Your Facilities Request is Completed:

• Send the completed form to C.O.A and Advisor at maggim@smccd.edu and andeeliljegren@my.smccd.edu to sign
• Once signed, please put in the corresponding month tab in the Facilities Folder located at the Front Desk in Student Life
• Your Advisor will send the form to Rachel Corrales and Hugo Enciso
• corrales@smccd.edu
• encisoh@smccd.edu

Check the college calendar

make sure there are no other large events on campus at the same time

http://canadacollege.edu/events/

Want to Get Your Event on the College Events Calendar?

Two Weeks in Advance at Least

Share your google calendar of events with Jose Garcia at garciajose@smccd.edu

Step 2

The Backbone:

Your First Committee Meeting:

What is the purpose?

By attending this event, what will students learn from it?

Your Following Committee Meetings

Final Meeting

• Check in with jobs of each committee member
• (C.O.A. and Advisor should not be included in jobs for each event)
• Make purchases at the 2nd meeting with Advisor's ProCard
• Work on contracts for outside vendors if necessary

Your First Committee Meeting:

• Final check in 48 hours before the meeting
• Is everything done that needs to be done?
• Print the volunteer list and have it ready with other event materials
• Who is showing up for the first set up shift?
• What are last minute updates?
• Does anything still need to be printed?
• Are all the materials set up by the door and ready for the morning shift volunteers?
• Set all materials in the conference room benches to get ready for pick up

• Assign a Note Taker
• Create a shared Google Doc with all the Committee Notes
• Cover the Following:
• What is the event title?
• What are the dates?
• What is the time of the event?
• Where are you having it?
• What are students learning by coming to this event?
• How much money do you have to put the event on?
• How many do you estimate to attend?
• Create Homework
• Create a job for each memmber

Events are like inviting people into your home.

Step 1

Form Your Committee

What is the role of the Commissioner of Activities at the meetings?

• Helps lead you through your first meeting
• Advises you on:
• facilities paperwork
• how to get advertising
• makes sure a checklist has been completed
• context on previous events

Ask your members if they'd like to be a part of the team.

• Your committee should have a chair and at least 3 members
• All committee meetings must include the ASCC Advisor and C.O.A
• Pick a great team and you're half way there to having a great event!

Express why their strengths are needed to make this a good event.

Create Meeting Dates for the Committee

• Create a Doodle Poll a month in advance to see when your committee, C.O.A and Advisor can meet
• Set a date and time for everyone to answer the Doodle Poll by
• Once everyone responds to the Doodle Poll:
• Create a Google Calendar Event
• ensure it is reoccurring on the calendar
• invite all the attendees
• create a 30 minute pop up reminder that reminds your committee when you are meeting