Event Planning

1
Event Planning Programming

• Presented by Edwin Romero
• Coordinator of Leadership Student Involvement
• Office of Student Life Cultural Centers
• Spring 2009

2
Introductions

• Name
• Club or Organization
• Position
• Name 1 event you are planning in 08-09

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OSLCC

• Office of Student Life Cultural Centers
  (26-124)
• One of many event scheduling places on campus
• Register Clubs Organizations
• Approve all flyers
• Mail boxes
• Cultural awareness programming

4
Student Development Leadership Institute (SDLI)

• Designed to develop leadership skills in CPP
  students.
• Sign up online show up to workshops (no rsvp).
• Complete 7 credits earn your SDLI Leadership
  Certificate from the university.
• No time limits, go at your own pace.

5
Elements of Programming

• Project Development
• Collaboration
• Logistics
• Marketing
• Day of Event Coordination
• Follow-up Assessment

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Project Development

• Goal and purpose of program
• Program description
• Date, time location of event
• Costs
• Audience guests
• Get Feedback (Advisor)
• Committee

7
Project Development

• Develop task list timeline
• Distribute the work (example)
• Flyers
• Programs
• Speakers
• registration
• Create budget
• Aim high!

8
Collaboration

• Why?
• Money, Materials, Man-power, Marketing
• What is Sponsoring
• Money
• In-kind donations (stuff)
• Human resources (volunteers)
• Help with getting people to your event

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Money

• Council plan your events this summer, if
  possible, council will set a fall quarter and
  winter quarter deadline no spring quarter
  funding
• Academic Department talk to your Dean
• ASI Budget Committee talk to your Senator
• Administrative Fund VP for Student Affairs
• Presidents Travel Fund Presidents Office
• Fundraising Donations, Corporate Sponsorships

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Materials, Man-Power, Marketing

• Faculty academic departments
• Extra credit, advertising, attending, speaking
• Staff offices on campus
• Administrators
• Students
• Student Organizations or Individuals
• Volunteer or Co-sponsor
• Off-campus

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Logistics

• Calendars
• University Master Calendar
• ASI Calendar
• Office of Student Life Cultural Centers
• Your Councils Calander
• Space Reservations
• Deciding on a facility
• Who do I contact?
• http//www.dsa.csupomona.edu/osl/

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Logistics

• Paperwork policies
• Contracts
• Environmental Health Safety Department
• Facilities
• Parking
• Security
• Sound system, technology, and media

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Logistics

• Catering
• What are your choices?
• Set up
• Tables, chairs, trash cans, podium, etc.
• Special requirements
• Lighting, sprinklers, power, etc.
• List of supplies needed
• Reevaluate budget and timeline constantly
• FOLLOW UP! FOLLOW UP! FOLLOW UP!

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Logistics

• Special Guests VIPs
• Will the University President, Dean, VP, AVP
  receive an invitation?
• Consult with your Advisor and committee
• If you are having off campus VIPs do you need to
  notify other campus groups?

15
Assessment Development

• Assessment helps bring positive attention
  support to your event
• Report
• Who will develop a report
• What will be on the report who
• attended, s, results
• Revisit goals and objectives
• How can we determine if they are met?

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Marketing

• Master Calendar
• PolyCentric
• Electronic Marquee
• The Poly Post
• E-mail list serves
• ASI Calendar
• ASI GAS
• Poly Updates
• Academic Councils

• Campus Distribution Services
• University Housing Services University Village
• Department Websites Bulletin Boards
• Poly Alumni
• Banners Posters
• Handbills handouts
• Staking Chalking

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Marketing

• Does your advertising have a consistent message
  and look?
• Have your advertisements been reviewed by
  another set of eyes before the final
  publishing?
• Have the fliers/posters/banners been stamped by
  the Office of Student Life Cultural Centers or
  by University Housing Services?
• Are you targeting a particular community/audience?

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Day of Event Coordination

• Create a program overview (script)
• Organizing supplies in advance
• Decision making be decisive
• Contact person in advance
• Emcee not you, if possible
• Greeting and Seating VIPs
• Recognition of VIPs
• Who and How?

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Follow-up Assessment

• Recap Meeting
• Record feedback for the next committee
• Develop a Report
• Include recap meeting notes
• Thank sponsors and supporters
• Pay your bills deposit your money

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Resources

• Office of Student Life Cultural Centers
• Asian Pacific Islander Student Center
• Publicity
• Your Faculty/Staff Advisor
• Building Bridges Website
• http//www.dsa.csupomona.edu/division/buildingbrid
  ges

21
Discussion, Questions Answers

• Contact Information
• Edwin Romero
• Coordinator of Leadership
• Student Involvement
• eromero2_at_csupomona.edu
• [phone]