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Event Planning and Risk Management

Learn more about how to plan your best events on campus.
by

LeeAnne Sipe

on 20 November 2017

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Transcript of Event Planning and Risk Management

Event Planning 101
Event Planning 101
LeeAnne Sipe
Assistant Director
Office of Student Involvement & Leadership
The 5 W's are one way
to approach event planning:
Who?
What?
Where?
When?
Why?
Most events start with the
Who?
Why?
and the
Who?
are questions that define
purpose and audience.
Why?
and
Who would benefit most
from this cause or solution?
Is there a cause that you're trying to support? or a problem you're trying to solve?
Begin answering the other W's with your initial purpose in mind.
Most events begin by answering "Why?" lots of times!
For example: Why have have this training?
To provide an opportunity to gain basic planning skills.
To learn a new approach to event planning.
To learn more about risk management.
And many more, I'm sure!
Each time you answer "Why?" you are setting a goal for your event!
Who cares about
the "Who?"
You, the event planner, should care!
(And I'm not talking about a 60's rock band here!)
It is difficult to plan your event without knowing who your audience is. If you don't know who you want to come, how will you advertise? where will you have your event? what activities will you do?
What?!
(The part of event planning that
you already know and love.)
What?
The "what" of your event includes:
All of these things should be planned according to your goals (the "why") and your audience (the "who").
The activities you'll be doing
The music you'll be listening to
The food you'll be serving
The emcee who will be hosting
The prizes you might give away
"What" encompasses the parts of your event
that the people who attend will experience and remember.
Answering the
When?
and the
Where?
Remember your goals, audience, and activities when you answering the questions
When?
Where?
What time is my audience free?
Do my activities require a certain time of day?
What time is my venue available?
What time has worked in the past?
Where will my event get the most traffic?
What location is most convenient for my audience?
What location is available?
Do any of my activities require a certain venue?
&
Why?
Who?
What?
When?
Where?
To
Recap
and don't forget...
What if?
4-6+ weeks
3-4 weeks
2 weeks
1 week
Event Day
Why
Who
What
do you want to have an event?
do you want to appeal to?
do you want to do?
How
much money will you budget for the event?
Where
When
is the best venue for your event?
is the best time for your event?
What
are you going to do?
Who
knows about the event?
Who
is coming to the event?
What
needs done today?
What
needs to be done?
How
did we do?
Event Planning using
the 5 W's*
*and "how"
Your turn!
Why?
Who?
What?
Where?
When?

To raise funds for your student organization.
}
Pair up with a friend and put what you've learned to practice by answering these questions!
Questions?
LeeAnne M. Sipe
Assistant Director
Office of Student Involvement & Leadership - Student Affairs

UC 222
lsipe@uno.edu
ext 6349
How?
RISK MANAGEMENT is an
important part of event planning.

It involves asking yourselves
"What if?" lots of times.
What is ?
Risk Management
Risk management is the:
Identification of risk.
Assessment of risk.
Mitigation/Acceptance of risk.
Risky Business
Identify Risk
Identify potentially harmful or dangerous activities, hazards, and other factors during set-up, implementation, and tear-down from your event.
Assess Risk
Who is at risk?
What is at risk?
To what degree?
Eliminate or Accept Risk
If you can avoid risk altogether, DO THAT!
If you can defer it, DO THAT!
If you can't avoid it, decide if it's important and spread awareness.
Examples of Risk
Extension cords should be covered with rugs to eliminate a tripping risk.
Loose fabric and/or paper should not be near lights or open flame to avoid a fire risk.
Students should ALWAYS be ID'ed and marked whenever alcohol is being served.
Police details should be requested for large events or events with alcohol.
Ladders should be held and users should never over-reach.
AND MUCH MORE!
Full transcript