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Event Planning 101

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Janelle Berry

on 21 April 2015

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Transcript of Event Planning 101

Howard University
Office of Student
Life & Activities
Event Planning 101

By Briana Hammons and Janelle Berry
janelle.berry@bison.howard.edu
briana.hammons@bison.howard.edu

How To Make A Programming Proposal
What is the purpose of this event?
Where and when will the event take place?
How much money will you need to execute your event (food, DJ, equipment, etc.)
How will you promote the event?
Who will help execute this event?
Building Relationships
"The most important single ingredient in the formula of success is knowing how to get along with people"
-Theodore Roosevelt
It is important to know who to contact while planning an event:
Central Scheduling: (202) 806- 5979
Student Life and Activities:
Mrs. Jackson- Lenjackson@howard.edu
Mrs. Perry- Jlperry@howard.edu
Ms. Davis - bisontay13@gmail.com
Diversified Catering:
David- (240) 832-4028, Davie.davis@yahoo.com
Blue Chip: Branding Materials
Jason- (301)-460-7070, Jason@blchip.com
Director of the Blackburn Center:
Mr. Clay- lclay@howard.edu

Double-Check Everything!
The Programming Checklist:
Has the room been booked?
Has a DJ been contacted, if needed? And does your DJ need speakers?
Has Fortex been contacted, if audio/visual equipment is needed?
If the event is taking place outside or if it is a major event, has Events Task Force been notified?
Have you turned in a PR request form?
If food is needed, has a Sodexo Shoestring Catering form been submitted to the financial chairperson?
Have you ensured that no other major events conflict with your event?
The Programming Checklist Continued:
Have all necessary forms been submitted for your event?
Do you have a final list of volunteers and their duties?
Do you have a detailed schedule broken down into segments of what will take place during your event?
Are gifts needed for your guests, host(s), panelist?
Have you followed up with all companies that will be making deliveries on the day of your event? (i.e. Fortex, Sodexo Shoestring)


Do you have a Plan B?
It is always necessary to have a back-up plan in case of any unfortunate circumstances! (i.e. bad weather, illness, last minute cancellations)
Top Tips!
1.) Start planning and advertising as early as possible
2.) Make sure all things on event checklist are completed
3.) Send invitations to faculty, staff, and students (HU communications)
4.) Be prepared for anything
5.) Take note of event's potential weaknesses and strengths
6.) Have sign-in sheet and surveys for attendees
7.) Document your event- Take Pictures!

Are there any additional requests for this event?
Overview:
Who is sponsoring this event?

What are the materials needed for this event?

Who is proposing this event?


How to Book a Room
Blackburn Inquiries - http://www.universityscheduling.howard.edu/virtualEMS/BrowseEvents.aspx

Burr Gymnasium Inquiries - Jonathan Ajose (jajose@howard.edu)

Cramton Auditorium Inquiries - Kim Banks (kebanks@howard.edu)

Andrew Rankin Chapel - Office of the Dean of the Chapel (Lower level Carnegie Hall)

Carnegie Hall Inquiries – Pauline Hazel (phazel@howard.edu)

School of Communications Inquiries – Nigel Martin (nigel.martin@howard.edu)

School of Social Work Inquiries – Lonnie Jacobs (ljacobs@howard.edu)

Alain Locke Hall Inquiries – Office of Central Scheduling (Blackburn Room 134)
For Locke Auditorium - Dean's Office (Locke Hall)

Frederick Douglass Hall- Office of Central Scheduling (Blackburn Room 134)
Step 1: Visit http://howarddining.com/documents/
StudentCateringGuide.pdf

Step 2: If applicable, fill out the Shoestring Catering Order Form in its entirety. (Be sure to include a pick up time and if you need servers and/or linen tablecloths.)

Step 3: Submit the form to your financial chairperson and
they will be able to fill out the additional forms needed
Ordering From Sodexo
Fortex provides services such as microphones, lights, smoke machines, projectors, etc…

Step 1: Contact Clarence Smith via phone 202-449-0708 and or via email
at Favfortex@aol.com

Step 2: Inform him of the things you need and have him email the invoice to you.

Step 3: Turn in the invoice to your chairperson of finances

*Be sure to contact Mr. Smith at least TWO (2) weeks before your event if his services are needed
**Please Note: The preferred set-up time for Fortex is FIVE (5) hours before your program

Fortex
Example of Fortex Invoice
1

1

2

1

2

4

2

2
Quantity
PA sound system with speakers

standing microphone

wireless microphone

podium microphone

spotlights

color up lights

screens

LCD projectors
Description
Days
1

1

1

1

1

1

1

1
75.00

25.00

50.00

25.00

25.00

50.00

25.00

50.00
Unit Cost
75.00

25.00

100.00

25.00

50.00

50.00

50.00

100.00
Total
Subtotal
Tax 0%

Labor
Delivery

TOTAL
475.00

200.00

25.00

700.00
Setup and operation
Step 1: Set up an account with http://www.howardcampusconnection.com/

Step 2: The account must entail Howard University account numbers or a money order must be submitted, if the purchase is not with an HU Organization.

Step 3: Upload a graphic and provide specific printing instructions

Payments Accepted:
Established Howard University Accounts or Money Order - Bison One Card Coming Soon

How to Order Graphics
Promotion

Create a promotion plan and timeline

Make sure to send the details of your event to the Office of University Communications (ouc@howard.edu) at least 10 days in advance
Provide the who, what, when, where, point of contact's name, and phone number in the email

ALWAYS ask permission before hanging flyers and have them stamped in Central Scheduling (Blackburn Room 134)

Know your options and target audience!

Consider many media platforms and when to promote:
Ex: Collegiate Link, Facebook, Twitter, and etc...


Before You Plan Your Event
Consider the...
Who
What
When
Where
Why
How
of your event before you plan
Who
Who (the organization) is hosting the event?
Who (the individual) is coordinating the event?
Who will you partner with?
What
What tasks need to be completed to execute the event?
What is needed to make the event happen?
When
When will the event be? What time?
Are there other events occurring at the same time?
When do you need to start planning?
When do you need to have everything ordered by?
What are your deadlines?
Where
Where will the event be?
What is the back up location?
Is the location convenient?
Is the space large enough?
Is the space appropriate for your needs?
Why
Why are you having this event? What is its purpose?
Is it relevant for your organization to plan this event or should another group do it?
Who will you reach from doing this event?
Has this event already been done or overdone?
How
How will you pull this event off?
How will you fund this event? Can you fund it? Do you need sponsorship?
Do you have the manpower to make this event happen?
How will you promote for the event?
How do you measure the success of the event?
Consult...
Your advisor
Office of Student Life & Activities

They may have additional insight on your event and can help you in seeing if the event is possible
The Planning Phase
Pick a date
Book your venue
Funding your event
Making Purchases
Food
AV Services
Promotions
Write your proposal
Funding

Make a list of things you need and their associated costs
Set a budget
Consider co-sponsorship with other groups
For additional funding, refer to
HUSA Senate - husa.senate@gmail.com
Undergraduate Student Assembly (UGSA) - HU.Ugsa@gmail
Student Activities Fee Committee (SAFC) - lenjackson@howard.edu
Making Purchases
Paperwork should be submitted for approval at least THREE (3) weeks before the event
Allow enough time for shipping especially if inclement weather is possible
Make sure the company is aware of and accepts your method of payment
Fundraisers
Ask for sponsors
Start with the Approved Vendors List (can be obtained from Ms. Perry in Blackburn 122)
Things to Include in Your Proposal
Full transcript