Additional Event Planning Resources
To further assist you in planning your event, take a look at the resources below.
Event Planning Timeline
Depending on the event, you should allow 6-8 weeks in planning in order to ensure you are able to successfully gather all the information you need to run your event. Below are some things to consider:
6-8 weeks out:
- Outline the who, what, when, where and why.
- Who is the event for?
- What is the purpose event?
- When is the event? (date and time)
- If virtual- Consider international students or students in different time zones.
- Where is the event?
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- If virtual- what platform will be used?
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- Why are you hosting the event?
- Complete your budget outline
- Complete space booking
- Complete food booking
- Book speakers/acts
- When booking speakers or acts, you will need to: review any scripts or material they are presenting; give speaker timeline of events; get any marketing material approved; ensure they are aware of the code of conduct and safe space policy.
4-6 weeks out:
- Risk Management form
- Create a plan for promotion
- Purchase any materials needed for the event
- Outline the production schedule of your event
- Staffing/Volunteers needs
- Timing of all elements of your event
- Apply to any funding you may need:
2-4 weeks out:
- Confirm and finalize all details of your event
- Map out your event space and create a schematic. This will help set up of your event go a lot quicker
- Implement promotion
- Test run of any technology needs
- Purchase/gather all supplies needed
- Open registration (if applicable)
Event Checklist
To ensure you have everything you need for a successful event use the following check lists to stay on top of your planning process.
Evaluation Resources
In order to improve events for the future, it is important to implement evaluation techniques to make sure that what you intend to do is actually happening. Below are some ideas of how you can evaluate your event.
Qualitative:
- Poll everywhere survey
- Kahoot Quiz
- MS teams poll throughout the event
- Survey sent out to all participants at the end of the event
Quantitative:
- Number of participants
- You should set a goal before the event to compare with actual attendance
- Number of participants compared to the number of registrations
- This tells you how many showed up compared to how many registered for, and were interested in, the event