Pre-event Planning

 

Step 1: Assess, Brainstorm, Check & Select Assess

  1. The first step in programming is to determine the purpose of the event or activity. Here are some key factors that you must consider when thinking about an event:

What are your organizational goals and what type(s) of events or activities can further these goals?

Whom are you trying to reach?

The size and length of an event will depend on the support and dedication of your members. What type of event could your organization produce successfully?

  1. What type of programming would excite your members and audience?
  2. What will be gained by the implementation of the activity or program?
  3. After you determine the purpose of an event, have a fun and creative meeting to brainstorm ideas for events and/or activities that your organization could organize/host.
  4. Once you have the event list written out, review how each event/activity will fulfill your purpose:
  5. What are your organizational goals and how does each idea help you meet them?
  6. What activities or programs will satisfy the organizational or target audience needs?
  7. Do you have enough time, financial and personnel resources, and organizational buy-in to produce the activity or program?
  8. Are people excited about this event (members of your organization and potential audience members)?
  9. What will be gained by the implementation of the activity or program?
  10. Check availability – Narrow your list down to 1-2 idea(s) to check on the feasibility of implementing the activity or program.
  11. Is there an appropriate space or venue available?  Also consider holidays, major campus events and vacations.
  12. Is the talent/speaker available on the date you have selected?
  13. Are there activities or programs already scheduled that could conflict with your activity or      program?
  14. Is the timing of the event appropriate for your organization and targeted audience?
  15. Select
  16. With all the above-mentioned questions answered, you will be able to select the date, time and location of your event.
  17. Put a hold on the space.
  18. Initiate contract process (a signed contact must be turned into the Student Activities Office Student Involvement at least 30 days prior to the event).

Additional Information