Leadership Lifesavers: Event Planning

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Leadership LifesaversEvent Planning
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Table of Contents
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• Introduction to Event Planning.
  4
• Planning..
  ...5
• Determining Your Event Size..
  ...7
• Small-Scale Events..
  .8
• Medium-Scale Events..
  .10
• Large-Scale Events.
  ............12
• Contracts..
  18
• Events with Alcohol.
  .20

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Let our advance worrying become advance
thinking and planning.
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• -Winston Churchill

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Introduction to Event Planning
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• This Leadership Lifestyle is intended to assist
  student organizations and student leaders through
  the entire process of event planning. This guide
  will contain information and guidelines
  describing the planning of small-scale,
  medium-scale, and large-scale events, as well as
  events that require artists contracts, events
  that intend to serve alcohol, and retreats. Parts
  of this guide will therefore not be useful for
  every event. Please refer to the first section
  labelled Planning to determine which guidelines
  will be useful as well as the steps required to
  begin the Event Planning process. From there you
  can refer to specific guidelines.

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Planning
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• Get Feedback and Assess previous events
• Listen to what students and community members are
  saying about your events. This can be done
  through surveys, suggestion boxes, talking and
  reaching out to attendees of your events, or
  having open meetings and inviting the community.
• Idea Formulation When you have Feedback it is
  then time to prepare to brainstorm. Make sure you
  keep the following things in mind when you are
  formulating event ideas.
• Evaluation and criticism by group members is
  forbidden. All contributions are to be
  encouraged everything counts.
• Try to generate as many ideas as possible.
• Group members should try to build upon others
  ideas as much as possible.
• What havent you done before? What is not
  currently being done, at all?
• Are you engaging the feedback the community gave
  you? What would the community think about these
  ideas? How could they potentially address the
  concerns brought up by the community?

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Planning cont.
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• Planning the Event
• Create a deadline and prioritize aspects of the
  event. (Consult this guide for help on your
  planning guideline)
• Divide and conquer create committees and
  delegate specific roles and responsibilities
• Use this to set students to tasks that are
  specially tailored to their skill set.
• Do not just ask for volunteers, ask students by
  name if they are willing to help plan the event.
• Select a date for your event, a back-up
  date/time, and an alternative weather location if
  need be.
• Register the Event
• Plan a budget and stick to it. Your treasurer
  should be working closely with the budget and
  expenses.
• Plan publicity and marketing. Do not try to
  compete with an event at the same time if
  possible. Marketing is not targeted as taking
  audience away from another event. Emphasize your
  event to attract those who will enjoy and will
  learn from your programming.
• Publicity Questions What, When, Where, Who, How
  much?
• Use colors, a logo, a catchy phrase, and a good
  event name to attract people.
• Use several different mediums to spread flyers
  and information. Cast a wide publicity net.

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Chart / Infographic Slide

• Small-Scale
• 10-30 Students
• Mostly people who pass-by instead of staying an
  extended time
• Can include fundraiser events and sales,
  workshops, training activities, tabling for
  recruitment and information distribution, trips
  for members of your organization, etc.
• 4-6 Weeks to Plan

• Determining Your Event Size
• Medium-Scale
• 30-100 Students
• Intended to get students to stay for some period
  of time
• Can include larger fundraising galas, debates,
  forums, lectures, retreats, and community-wide
  initiatives, 5Ks, etc.
• 6-8 Weeks to plan

• Large-Scale
• 100 Students or Attendees
• Intended to attract large audiences to stay the
  majority of the duration of the event.
• Can include Concerts or Events with popular
  artists, Festivals, Large philanthropy events,
  etc.
• 10-12 Weeks to plan

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Small-Scale Events
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• 6 Weeks prior to your event
• Select a date and time for your event and have
  backups. Select a location and reserve the
  necessary rooms. Reserve a rain location, if
  necessary.
• Determine staging and sound requirements and make
  arrangements (discuss all possible options with
  your advisor and Meeting Services).
• If applicable Contact Campus Services
  (404-727-7468) for set-up/clean-up needs and
  special furniture. The organization is
  responsible for set-up, clean-up and any
  applicable fees.
• If applicable Inquire with your venue regarding
  food guidelines (must you use their service, can
  you bring in outside food?) Make any necessary
  food arrangements.
• Form a committee, if necessary, and delegate
  tasks. Organize a complete timeline of tasks
  specific to your event, including deadlines.
  Delegate these tasks to individuals.
• Evaluate your budget to determine how you can
  spend your money- use the budget worksheet! Make
  sure that you are communicating often with your
  treasurer.
• If you will be bringing a band/group, speakers,
  performers, DJs, and/or other entertainers-
  please use the/refer to the section of the Eagle
  Source entitled, Finding Bringing an Artist to
  Emory and Next Steps. If your artist is likely
  to be considered controversial, review the
  section of the Eagle Source entitled,
  Controversial Artists and make an appointment
  to discuss this with an OSLS staff member.
• Collaborate Request any departmental co
  sponsorships necessary for your event to occur.
  Ask other student groups to cosponsor the program
  with you. In addition to money, what else can be
  contributed?
• Draft a supplemental budget and submit to College
  Council
• If applicable If you would like the event to
  involve alcohol, please review the section of
  this guide entitled Purchasing Alcohol. Submit
  your Event Registration form at this time to
  avoid a last minute rush.

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Small-Scale Events
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• 4 Weeks prior to your event
• Develop a marketing plan- how will people find
  out about your event? Do not depend solely on
  Facebook. Instead, think of innovative means to
  inform people about your event.
• Invite your advisor to your event.
• Contact campus media outlets such as, The Emory
  Wheel, the Emory Events calendar and WMRE.
• Inform any academic departments that may be
  related to the subject matter of your event.
• If applicable give contracts to the appropriate
  office (OMPS, OSLS, OSFL or Residence Life) at
  least 4 weeks in advance.
• If applicable arrange travel and lodging for
  your Artist.
• 2-3 Weeks prior to your event
• Begin to publicize your event (Flyers, paper
  flyers, bulletin boards, table tents, banners,
  etc.)
• Order food from the campus dining at least 14
  days in advance.
• If using tickets, review the DUC ticketing
  guidelines and the SGA guidelines for selling
  tickets.
• Create a schedule of tasks for each day of the
  week of your event make sure that specific
  responsibilities are delegated to members of your
  committee.
• Confirm all plans for your event (location, food,
  etc.)
• Will you need special parking access or
  accommodations? If so, contact Parking Services
  at 404-727-7275.
• Submit check requests so that all bills artists
  are paid on time.

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Medium-Scale Events
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• 8 Weeks prior to your event
• Select a date and time for your event and have
  backups. Select a location and reserve the
  necessary rooms. Reserve a rain location, if
  necessary.
• Determine staging and sound requirements and make
  arrangements (discuss all possible options with
  your advisor and Meeting Services).
• If applicable Contact Campus Services
  (404-727-7468) for set-up/clean-up needs and
  special furniture. The organization is
  responsible for set-up, clean-up and any
  applicable fees.
• If applicable Inquire with your venue regarding
  food guidelines (must you use their service, can
  you bring in outside food?) Make any necessary
  food arrangements.
• Form a committee, if necessary, and delegate
  tasks. Organize a complete timeline of tasks
  specific to your event, including deadlines.
  Delegate these tasks to individuals.
• Evaluate your budget to determine how you can
  spend your money- use the budget worksheet! Make
  sure that you are communicating often with your
  treasurer.
• If you will be bringing a band/group, speakers,
  performers, DJs, and/or other entertainers-
  please use the/refer to the section of the Eagle
  Source entitled, Finding Bringing an Artist to
  Emory and Next Steps. If your artist is likely
  to be considered controversial, review the
  section of the Eagle Source entitled,
  Controversial Artists and make an appointment
  to discuss this with an OSLS staff member.
• 6 Weeks prior
• If applicable give contracts to the appropriate
  office (OMPS, OSLS, OSFL or Residence Life) at
  least 4 weeks in advance.
• If applicable arrange travel and lodging for
  your Artist.
• Collaborate Request any departmental co
  sponsorships necessary for your event to occur.
  Ask other student groups to cosponsor the program
  with you. In addition to money, what else can be
  contributed?
• Draft a supplemental budget and submit to College
  Council
• If applicable If you would like the event to
  involve alcohol, please review the section of
  this guide entitled Purchasing Alcohol. Submit
  your Event Registration form at this time to
  avoid a last minute rush.

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Medium-Scale Events
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• 4 Weeks prior to your event
• Develop a marketing plan- how will people find
  out about your event? Do not depend solely on
  Facebook. Instead, think of innovative means to
  inform people about your event.
• Invite your advisor to your event.
• Contact campus media outlets such as, The Emory
  Wheel, the Emory Events calendar and WMRE.
• Inform any academic departments that may be
  related to the subject matter of your event.
• 2-3 Weeks prior to your event
• Begin to publicize your event (Flyers, paper
  flyers, bulletin boards, table tents, banners,
  etc.)
• Order food from the campus dining at least 14
  days in advance.
• If using tickets, review the DUC ticketing
  guidelines and the SGA guidelines for selling
  tickets.
• Create a schedule of tasks for each day of the
  week of your event make sure that specific
  responsibilities are delegated to members of your
  committee.
• Confirm all plans for your event (location, food,
  etc.)
• Will you need special parking access or
  accommodations? If so, contact Parking Services
  at 404-727-7275.
• Submit check requests so that all bills artists
  are paid on time.

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Large-Scale Events
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• 16 Weeks prior to your event
• Select a date and time for your event (have
  backups.)
• Form a committee, of people who are interested in
  helping to make this event happen.
• Get estimates of costs related to set up, clean
  up, any staging or equipment costs, security,
  food, location fees, etc. Use the Budget
  Worksheet. You must have an accurate idea of
  your expenses. Evaluate your budget to determine
  how you can spend your money- make sure that you
  are communicating often with your treasurer.
• Select a location and reserve the necessary rooms
  or other venues. Reserve a rain location if
  necessary.
• To bring a band/group, speakers, performers, DJs,
  and/or other entertainers, please refer to the
  section of the Eagle Source entitled, Finding
  Bringing an Artist to Emory and the section
  entitled, Next Steps. Follow the steps
  outlined and consult OSLS for clarification, if
  necessary.
• Once you have an accurate idea of the expenses,
  realize that if you will need to do significant
  fundraising, you must decide if this event can
  realistically occur as you have planned.
• If your artist is likely to be considered
  controversial, review the section of the Eagle
  Source entitled, Controversial Artists and make
  an appointment to discuss this with an OSLS staff
  member.
• Decide if your event will be open to the Atlanta
  community or just the Emory community. (This
  may, or may not, impact the level of security
  present at your event.)

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Large-Scale Events
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• 14 Weeks prior to your event
• What is your plan for raising the additional
  funds needed? What will you do if the plan does
  not go as planned? Once you have submitted an
  offer, you must fulfill the contract, even if you
  cancel the event.
• After youve researched your Artist, make an
  appointment to speak to an OSLS staff member. He
  or she will ask you about the details of your
  event and help determine if you are ready to
  submit an offer. Please proceed to the steps
  below after an offer has been submitted and
  accepted!
• Reserve staging and sound requirements and make
  arrangements (discuss all possible options with
  your advisor and Meeting Services). Consult OSLS
  to hire a production company, if necessary.
• Is your Artist supposed to meet with specific
  individuals on campus? If so, reserve a space
  for those meetings and inform all participants of
  the time and location of the meeting.
• If applicable Make travel, food and lodging
  arrangements.
• Organize a complete timeline, including specific
  tasks for your event. Make sure that those tasks
  are delegated to other members of your
  organization and that deadlines are attached.

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Large-Scale Events
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• 12 Week prior to your event
• Invite your advisor to attend this event.
• Request any departmental co sponsorships
  necessary for your event to occur. In addition
  to money, what else can be contributed?
• Contact Campus Services (404-727-7468) for set
  up/clean up needs and any special furniture that
  you need. The organization is responsible for
  set-up, clean up and any applicable fees.
• If applicable Inquire with your venue regarding
  food guidelines (Must you use their service? Can
  you bring in outside food?) Make all necessary
  food arrangements.
• Develop a comprehensive marketing plan- how will
  people find out about your event? Besides
  Facebook, what can you to increase awareness
  about your event? When will each method of
  publicity be used?

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Large-Scale Events
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• 8 Weeks prior to your event
• Make sure you are still communicating regularly
  with your treasurer.
• Brainstorm What if scenarios and make a plan
  for each. What if the Artist cancels? What
  if it rains? What if fewer people than
  expected show up for the event?
• The Presidents Office should be informed of all
  high profile guests so that President Wagner may
  have the option to send a delegation to meet the
  Artist if they deem it necessary. Contact the
  Office of the President (404.727.6013).
• Inform any academic departments that may be
  related to the subject matter of your event.
• Ask them if they would like to assist you or
  participate in the event in any manner
• If you would like the event to involve alcohol,
  please review the section of this guide entitled
  Purchasing Alcohol. Submit your Event
  Registration form at this time to avoid a last
  minute rush.
• Beware, alcohol increases the cost of your event,
  requires EmoryCard readers, security, and your
  advisor to be present when alcohol is served.
  Emory EMS may also need to be present. Student
  organizations chartered under College Council are
  not permitted to serve alcohol at any function.

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Large-Scale Events
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• 6 Weeks prior to your event
• Contact Lt. Finley of the Emory Police Department
  (404-727-8005) to inform them of the event. If
  necessary, you may also request security guards
  for the event.
• Contact campus media outlets such as, The Emory
  Wheel, Emory Report, Office of University Media
  Relations, the Emory Events calendar and WMRE.
• If applicable give contracts to the appropriate
  office (OMPS, OSLS, OSFL or Residence Life) at
  least 6 weeks in advance.
• Request funding from other student organizations.
  If youll need funding from College Council,
  submit your funding request bill. Funds
  requested from SGA must be requested at least 35
  days in advance.
• 4 Weeks prior to your event
• Submit check requests so that all bills artists
  are paid on time. Artists are paid AFTER an
  event is complete.
• If you will have print publicity, t-shirts or
  tickets, make sure it goes into production now so
  that its ready when you need it.
• Will you need special parking access or
  accommodations? If so, contact Parking Services
  at 404-727-7275.
• If applicable Arrange ground transportation for
  your Artist(s)

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Large-Scale Events
Generic Slide

• 2-3 Weeks prior to your event
• Begin to publicize your event (LearnLink flyers,
  paper flyers, bulletin boards, table tents,
  banners, etc.) Try to use innovative means to
  inform people about your event.
• Order any food necessary at least 14 days in
  advance.
• If using tickets, review the DUC ticketing
  guidelines and the SGA guidelines for selling
  tickets.
• Create a schedule of tasks for each day of the
  week of your event make sure that specific
  responsibilities are delegated to members of your
  organization.
• It may be wise to have one last logistical
  meeting to go over the order of events, security,
  and other details. Offices it would be wise to
  include OSLS, EPD, Campus Services, Parking
  Services (if necessary), Emory Card office (if
  necessary) and any other offices whove been
  intricately involved with the planning for your
  event.
• After the event
• Send thank you notes to each department/organizati
  on that helped make the event possible. Be sure
  to include your advisor and members of your
  organization!
• Fill out a program evaluation once your event is
  over make sure that it gets passed on to the
  appropriate person in your organization.

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Contracts
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• Are you contracting someone for the event?
• Students CAN NOT sign contracts
• Legally binding documents
• Contract with Emory and vendor NOT student and
  vendor
• If you have a contract, at a minimum 6 weeks
  PRIOR for processing.
• All Artists and Speakers are required to be
  registered.
• Make sure youve uploaded the contract, even if
  free
• All Artists and Speakers require a security
  estimate
• OSLS will liaise to Legal and Risk Management for
  you
• Students should not contact General Counsel or
  Risk Management on your own
• Once the contract has been signed, contracts are
  EMAILED to the event organizer and have the
  treasurer complete the necessary paperwork for
  payment.

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Alcohol Policy
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• All events on campus with alcohol must be
  registered. Further, all events on campus with
  alcohol must verify age by using the EmoryCard
  system and all alcohol must be served by a third
  party, trained, non-student server. For important
  information, please use the links below.
• REQUIRED Training The president or risk manager
  must complete this online training before events
  will alcohol will be approved. It should take
  less than 15 minutes to complete. Go to Emory
  Learning Management Systems then click on
  Search Catalogue, and search for Policy 8.8.
• Individual student organizations must register
  these on-campus events with alcohol with the
  Office of Student Leadership and Service (OSLS)
  or Office of Sorority and Fraternity Life (OSFL)
  as appropriate so they will have access to the
  online EmoryCard reader system for age
  verification. See the links below for the
  appropriate registration forms. Once a student
  completes the form, the Emory Card system is
  reserved. Students will be emailed an approval
  form with instructions that explain how to access
  the new system. With this process, the individual
  groups do not have to contact the EmoryCard
  Office directly, and you wont be charged 50 per
  event.
• For the complete Alcohol and Drug Policy visit
  http//www.policies.emory.edu/8.8

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THANK YOU

• If you have any questions feel free to reach out
  to STEER Team
• Office of Student Leadership Service
• DUC Suite 3, E340
• Hours 9AM-5PM
• 404.727.6123
• studentorgs_at_emory.edu
• osls.emory.edu

Well guide you in the right direction.
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