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Event Planning 101
Transcript of Event Planning 101
Office of Student
Life & Activities
Event Planning 101
By Briana Hammons and Janelle Berry
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?
"The most important single ingredient in the formula of success is knowing how to get along with people"
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 - email@example.com
David- (240) 832-4028, Davie.firstname.lastname@example.org
Blue Chip: Branding Materials
Jason- (301)-460-7070, Jason@blchip.com
Director of the Blackburn Center:
Mr. Clay- email@example.com
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)
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?
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 (firstname.lastname@example.org)
Cramton Auditorium Inquiries - Kim Banks (email@example.com)
Andrew Rankin Chapel - Office of the Dean of the Chapel (Lower level Carnegie Hall)
Carnegie Hall Inquiries – Pauline Hazel (firstname.lastname@example.org)
School of Communications Inquiries – Nigel Martin (email@example.com)
School of Social Work Inquiries – Lonnie Jacobs (firstname.lastname@example.org)
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/
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
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
Example of Fortex Invoice
PA sound system with speakers
color up lights
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
Established Howard University Accounts or Money Order - Bison One Card Coming Soon
How to Order Graphics
Create a promotion plan and timeline
Make sure to send the details of your event to the Office of University Communications (email@example.com) 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
of your event before you plan
Who (the organization) is hosting the event?
Who (the individual) is coordinating the event?
Who will you partner with?
What tasks need to be completed to execute the event?
What is needed to make the event happen?
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 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 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 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?
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
Write your proposal
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 - firstname.lastname@example.org
Undergraduate Student Assembly (UGSA) - HU.Ugsa@gmail
Student Activities Fee Committee (SAFC) - email@example.com
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
Ask for sponsors
Start with the Approved Vendors List (can be obtained from Ms. Perry in Blackburn 122)
Things to Include in Your Proposal