Event Planning 101

1
Event Planning 101

• Student Activities
• September 4th, 2008
• JC Room A

2
Outline of Presentation

• Events Management
• Event Planning
• Definition
• Steps involved in planning process
• Reserving Space
• Checklists
• Applying for Funding
• Contracts for Performers/Speakers
• University Policies Procedures
• Advertising Policies
• Major Event Late Night Event
• Food Policies
• Top 10 things everything event planner should
  know

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Events Management

• Located in SUB II Room 2026
• 703-993-2853
• http//www.gmu.edu/departments/ur/events/index.htm
  l
• Facilities on campus are reserved through events
  management. Recognized student organizations
  have the ability to reserve space on campus.
• Space in the Student Centers may be reserved by
  recognized student organizations and Mason
  departments. All reservations are on a
  first-come, first-served basis. Due to the high
  number of requests for meeting and event space
  within the Student Centers and elsewhere on
  campus, the reservation procedures are adhered to
  strictly.
• It is not appropriate for student organizations
  to reserve space for another entity.

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Definition of an Event

• An organization event is
• Any program or function planned, sponsored or
  co-sponsored in the name of, or for the sake of
  the organization.
• Although not all acts of individual group members
  can or should be attributed to the group, any
  group or gathering of its members acting together
  may be considered an organization event.

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Reserving Space at Mason

• Complete an online room reservation form at
  http//www.gmu.edu/departments/ur/events/schedform
  .php. You will receive an email confirmation of
  your reservation within 3-5 business days. This
  step should be completed a minimum of four weeks
  before your event.
• Be prepared with the following information when
  making your request
• Name of Contact Person for your Organization
• Title and Description of your Event
• Date(s) for your event
• Anticipated Start and End Times
• Campus
• Rooms Requested
• Room Setup
• Audiovisual Needs
• ORGANIZATION NUMBER

6
Checklists Signatures

• If youre given a checklist for any of your
  events the following offices must review your
  checklist
• Events Management
• Tamara Day, Shamika Stevens, Ryan Hilliard
• Johnson Center Operations
• Keith Ellis, Aaron Hayes, Mecca Marsh
• University Police
• Parking Services
• Ann Moran, Josh Cantor
• Events Production
• Ken Locke, Kevin Dunayer
• Sodexho
• Student Activities
• Sara Morrisroe, Chris Jefferson (Social Greek
  Events)

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Handy Reservation Tips

• Pay attention to deadline dates and remarks made
  by the scheduler on your reservation
  confirmation, especially if your organization has
  received a checklist. Checklists are required to
  be turned in weeks prior to the event depending
  on what type of event you are planning. With no
  checklist turned in on time, then your event is
  subject to being canceled.
• A minimum of six weeks notice of your needs for
  events is necessary (some comprehensive
  reservations and major events require up to three
  months advance scheduling and planning!).

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Funding Options

• Student Funding Board (SFB)
• The SFB is responsible for allocating the student
  fees the administration earmarks for student
  organizations.
• SFB Funds can be used for the following
• Conferences, Leadership Programs
• Revenue Generating Events (max. allocation of
  1,000)
• Non-Revenue Generating Events
• Newsletter/Publications
• Office Supplies (100 max. per year)
• National Dues (500 max. per year)
• Social Programming Fund (SPF)
• An event which socialization is the primary
  purpose and activity. Individuals that are
  actively involved and participating in such
  functions constitute a dance/social event. That
  includes, but is not limited to all types of
  dances, concerts, shows, parties, social
  gatherings, etc.
• A non-social event is defined as having a
  non-participating audience. Examples of a
  non-social event would include lectures and
  speakers, talent shows, and fine arts
  performances.
• Self Generated Revenue (SGR)
• Fundraising
• Donations
• Ticket Sales

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Fiscal Management Workshops 08

• Remaining Fiscal Management Workshops
• September 5th 1030-1200pm
• September 10th 430-600pm
• September 24th 600-700pm
• October 2nd 230-400pm
• October 3rd 1030-1200pm
• November 6th 1130-1200pm
• November 7th 1030-1200pm
• December 4th 1100-100pm
• December 5th 101130am
• RSVP to rholder_at_gmu.edu
• Each Organizations President Treasurer is
  required to attend a FM Workshop in order to
  utilize funding at Mason

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Contracts

• Any time university funds are being used to pay
  for a service of a performer, entertainer,
  speaker, vendor, etc. a contract is required.
• Contract Process Checklist
• Fill in the blanks of the Student Services
  Entertainment and Event Agreement. Send to the
  talent/vendor.
• Talent/vendor should sign contract and tax forms,
  then return to you, promptly.
• Bring signed contract to the Student Activities
  Office (SUB I, Room 101, 993-2909) for initial
  review by the following individuals
• Assistant Director for Student Organizations
• Assistant Director for Fraternity and Sorority
  Life
• Submit contract to Associate Dean of University
  Life or the Assistant Vice President for
  University Life for a legally binding signature
  to the Student Activities Office. CONTRACTS MUST
  BE SIGNED BEFORE EVENT OCCURS. As much as
  possible, contracts will be signed within 3 to 5
  business days.
• Pick up signed contract from the Student
  Activities once your organization has been
  notified that the contract is complete. Copy of
  contract must be left with the Assistant Director
  for Fiscal Management.
• Mail copy of signed contract to talent/vendor and
  keep copy for group records.
• Submit original copy of contract, completed tax
  forms, completed Employee/Independent Contractor
  Evaluation Form, along with the Check Request to
  Accounts Payable.

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University Policies ProceduresImportant to
Student Organizations

• Advertising Policies
• Policy 1109
• Posting Procedures
• Policy 1105
• Food Policies
• Policy 2102
• Fairfax County Health Department
• Temporary Food Permit
• Temporary Food Event
• Sodexho Catering
• Approved Caterers

• Guidelines for Student Events
• Late night event policy
• Major event policy
• Space Usage 1103
• Cash Handling2105

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Advertising-Broadside

• All Student Organizations will get a 50 discount
  for all ads
• Special size ad available to student
  organizations are 40
• Advertising Rates

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Event Planning Overview

• For on-campus events, first make a reservation
  with events management.
• Meet with an organization crew member to discuss
  your event and necessary contracts and
  arrangements, A MINIMUM OF SIX TO EIGHT WEEKS
  BEFORE THE EVENT.
• Be sure you adequate funding in your organization
  account. If not, apply for funding from SFB or
  SPF (depending on the type of event your
  organization will be sponsoring). Meet with your
  organizations faculty advisor for a signature
  prior to the deadline for the funding period of
  your event. Make sure your president and
  treasurer attend a fiscal management workshop for
  detailed information about the funding process.
• Confirm everything on your checklist to make sure
  that everything is prepared for your event.
• Make sure to publicize your event and recruit
  volunteers to assist with the successful
  execution of your event.
• Arrive at your event early to confirm that
  everyone understands their responsibilities
  during the event. Introduce yourself and confirm
  your expectations with everyone responsible for
  the event, i.e. security, catering, DJ or
  performer, so they know to contact you with any
  questions.

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Event Planning Overview (cont.)

• HAVE FUN!!! Try to enjoy yourself. You have
  planned for a successful event and should take
  time to step back and be proud of your
  accomplishment!
• After the event, shake hands with the performer
  (DJ, band, comedian, etc.) and give them or their
  agent their check. Performers expect payment at
  the conclusion of the event. If you feel that
  the performer violated the terms of the contract,
  hold on to the check. Explain that their agent
  will contacted on the next business day by
  Student Activities to discuss the issue.
  Document the problem(s) in detail and follow up
  with the office immediately.
• Say thank you to everyone at the conclusion at
  the eventespecially your committee! Send written
  thank you notes to anyone who was of special
  assistance.
• Schedule an evaluation meeting with an
  organization specialist and/or organization to
  review the event. The evaluation is a necessary
  step of the learning process as well as an
  opportunity to provide your organization with
  some history of the events success.
• File all paperwork and evaluation notes so that
  your organization can easily find them and can
  benefit from your experience in the future. Your
  successors will greatly appreciate your
  completion of this step.

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Top 10 Things Every Event Planner Should Know

• Plan your year, not your week
• Seek Advice
• Get every member involved in the planning process
• Network with other organizations
• Attend all workshops offered by SA

• Check-in with the OC
• Plan at least six weeks in advance for the
  contract processes
• Advertise your event at least eight different
  ways
• Evaluate the event
• Utilize the online Student Organization Handbook

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Upcoming Student Org Events Things to Look Out
for

• Patriots Day
• September 20th 12-5pm in Presidents Park
• Student Organization Fair
• October 2nd 11-2pm North Plaza
• Family Weekend
• October 17th-19th
• Lewis Black, October 18th
• One Republic, October 23rd
• All ON SALE SEPT. 6th 9am
• Admissions Open House
• November 15th 1-4pm

• Student Organization Handbook Online
• Faculty Advisor Handbook
• No more COSU, now RSOs.
• Lead by 5 students who will be overseeing event
  planning and fiscal management for Student
  Organizations