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Event Planning and Risk Management
Transcript of Event Planning and Risk Management
Event Planning 101
Office of Student Involvement & Leadership
The 5 W's are one way
to approach event planning:
Most events start with the
are questions that define
purpose and audience.
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
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?
(The part of event planning that
you already know and love.)
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.
Remember your goals, audience, and activities when you answering the questions
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?
and don't forget...
do you want to have an event?
do you want to appeal to?
do you want to do?
much money will you budget for the event?
is the best venue for your event?
is the best time for your event?
are you going to do?
knows about the event?
is coming to the event?
needs done today?
needs to be done?
did we do?
Event Planning using
the 5 W's*
To raise funds for your student organization.
Pair up with a friend and put what you've learned to practice by answering these questions!
LeeAnne M. Sipe
Office of Student Involvement & Leadership - Student Affairs
RISK MANAGEMENT is an
important part of event planning.
It involves asking yourselves
"What if?" lots of times.
What is ?
Risk management is the:
Identification of risk.
Assessment of risk.
Mitigation/Acceptance of risk.
Identify potentially harmful or dangerous activities, hazards, and other factors during set-up, implementation, and tear-down from your event.
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!