Hi everyone!
The purpose of this email is to try to jam pack as much information about how to plan an event!
If you have any questions about the information contained, please email studentlife@pnw.edu
If you’d like to set a meeting with our office please use this link here: Schedule a Student Life Appointment
Here is a Presentation on how to plan an event and the suggested event planning timeline: How to plan an event.pptx
Here is a Video on how to plan an event and the suggested event planning timeline: Event Planning - Event Planning.mp4
WHAT MAKES AN EVENT SUCCESSFUL?
There are 4 steps to planning a successful event
1 - Brainstorm/Research
2 - Planning Checklist
3- Implementation
4 - Evaluation
BRAINSTORM/RESEARCH
First ask yourself and your fellow organization members some important questions and follow up with research if needed. Some of the questions below might be a great place to start
- WHAT? WHERE? WHEN? WHO? HOW? WHY?
- What is the purpose for the event? Event Goals?
- What approvals and permissions do we need for this event?
- What supplies or services or special talents do we need?
- Where should this event be held?
- When do we want this event to happen?
- Who is the event for? How many people do we expect?
- Who is willing to help plan the event?
- How are we going to meet the goals of the event?
- How much will the event cost? What is our budget?
- How will we pay for the event?
- Why do we want to have this event?
BRAINSTORM/RESEARCH TIPS:
Start planning EARLY!
Be flexible with dates, times, locations - Come up with at least three alternate dates and times
Check MyPNWLife and the University Calendar, and be mindful of other events that might be going on that could interfere with your event
WHO IS INVOLVED IN APPROVING RSO EVENTS?
It’s important to remember that planning an activity will often involve multiple departments, not just the office of student life. Some of the common areas you may work with are below:
- RSO ADVISOR
- FACILITIES & BUILDING SERVICES
- BUSINESS OFFICE
- CONTRACTS & PROCUREMENT
- DINING SERVICES
- UNIVERSITY POLICE
- INSTITUTIONAL ADVANCEMENT
- MARKETING & COMMUNICATIONS
- STUDENT LIFE
EVENT PLANNING TIPS & PLANNING CHECKLIST
Planning a successful event requires the planning work to begin:
EIGHT WEEKS from your target event date. Please review the checklist below
EVENT-PLANNING: 6 - 8 WEEKS BEFORE YOUR EVENT
- RSO EVENT REQUEST FORM SUBMITTED VIA MYPNWLIFE
- FACILITIES/UNITIME/FLOORPLANS
- FOOD REQUEST: DINING SERVICES
- CONTRACTS REQUESTED
- SECURITY CHECK
- AV REQUESTS
- FUNDING REQUESTS
- FUNDRAISING PROPOSALS
- RATE APPROVAL/U-STORE REQUESTS
- TICKETING/REQUESTING DETAILS SPECIFIED ON MYPNWLIFE
- MARKETING PLANS/GRAPHICS
- SCHEDULE RE-CURRING PLANNING MEETINGS
- CREATE FEEDBACK SURVEYS IN MYPNWLIFE
- ASSIGN MARKETING AND OTHER EVENT TASKS
- CREATE SUPPLIES LIST
- SCHEDULE MEETING CONSULTATION WITH STUDENT LIFE
RSO EVENT REQUEST FORM SUBMITTED VIA MYPNWLIFE
- To do any activity that is student organization related, it is required for you to submit your event or activity on MyPNWLife
-
- To submit an Event in MyPNWLife, you will need to select your group page, select events, then select Create an Event.
- When you submit your event on MyPNWLife, it is added to a workflow. Our office will communicate with you back and forth to make sure your event is planned completely and that you are following the processes and guidelines outlined in the RSO Handbook.
- This is the first step an RSO needs to complete to do anything.
EVENT-PLANNING: 4 - 6 WEEKS BEFORE YOUR EVENT
- CONFIRM FACILTIES AND SET-UP
- POST FLYERS
- SUBMIT EVENT FOR WEBSITE CALENDAR LISTING
- LAUNCH TICKET SALES/REGISTRATION
- REQUEST CASH BOX IF NEEDED
- ORDER SUPPLIES/SIGNAGE AS NEEDED
- CONFIRM FUNDING APPROVAL (SSF)
- CREATE EVENT ITINERARY AND ASSIGN ROLES
- CALL FOR VOLUNTEERS AS NEEDED
- SUBMIT A TABLING REQUEST ON MYPNWLIFE
EVENT-PLANNING: 2 - 4 WEEKS BEFORE YOUR EVENT
- SEND CAMPUS-WIDE NOTIFICATION FOR LARGE EVENTS (PUBLIC FACING)
- CONTACT MARCOMM/PIONEER FOR MEDIA, PHOTOGRAPHER, IF NEEDED
- POST TO MYPNWLIFE Feed AND OTHER SOCIAL FEEDS
- BEGIN TABLING FOR EVENT
- REQUEST SPECIAL APPROVALS FOR WINDOW-PAINTING, ETC., AS NEEDED
- SUGGESTED:
- AUDIT TICKETS/REGISTRATION
- SEND RSO-WIDE EMAIL TO ALL MEMBERS OF YOUR GROUP
EVENT-PLANNING: 1 - 2 WEEKS BEFORE YOUR EVENT
- REQUEST FEATURE IN WEEKLY ROAR
- RE-SHARE TO MYPNWLIFE FEEDS AND SOCIAL MEDIA
- CONFIRM STAFF/MEMBERS/VOLUNTEER SHIFTS AND ASSIGNMENTS
- CONFIRM CATERING
- CONFIRM SECURITY
- CONFIRM ENTERTAINMENT DETAILS
- CONFIRM CONTACTS AND PAYMENT AUTHORIZATION
- BEGIN WORK ON ANY HAND-MADE DECORATIONS
- PAINT WINDOWS
- SHOPPING TRIP FOR SUPPLIES
EVENT-PLANNING: 1 DAY BEFORE YOUR EVENT
- SEND REMINDER CAMPUS-WIDE NOTIFICATION
- POST TO MYPNWLIFE FEED AND SOCIAL MEDIA
- COLLECT AND ORGANIZE SUPPLIES
- FINAL CHECK-IN: FACILITIES, AV, PD, ENTERTAINMENT, FOOD, SL, ETC.
- BEGIN SETTING UP DECORATIONS
- FINALIZE AND SHARE VIA EMAIL ANY UPDATES TO EVENT ITINERARY AND STAFF OR VOLUNTEERING ASSIGNMENTS
- INCLUDE CONTACT INFO FOR PRIMARY CONTACT OF STAFF ADMINISTRATOR (ON-SITE)
DAY OF EVENT - Implementation
- SET UP YOUR EVENT SPACE AND CHECK-IN AREA
- ACTIVATE ATTENDANCE CHECK-IN ON MYPNWLIFE
- GREET STAFF/VOLUNTEERS/ENTERTAINMENT AND DIRECT TO POSTS
- IMPLEMENT EVENT ITINERARY
- SIGN-OFF ON SERVICE HOURS
- ENSURE CLEAN FACILITIES INSPECTION ONCE GUESTS LEAVE
- PICK UP CASH BOX
- SUGGESTED:
- KEEP A NOTEBOOK HANDY AND RECORD NOTES
- MAKE ROUNDS TO STAFF/VOLUNTEERS/ENTERTAINMENT REGULARLY TO CHECK-IN
POST EVENT – Evaluation and Tips
- COLLECT AND REVIEW FEEDBACK
- SEND THANK YOU MESSAGES AND CARDS
- POST PHOTOS TO SOCIAL MEDIA AND MYPNWLIFE FEED
- SCHEDULE AND HOLD DEBRIEF MEETING
- ORGANIZE AND SAVE FILES TO MYPNWLIFE GROUP PAGE
- RECONCILE ANY OUTSTANDING PAYMENTS/RECEIPTS
- RETURN CASH BOX WITH FORM FROM BURSARS
- TAKE DOWN WINDOW PAINT/REMOVE FLYERS
- What/Who helped make the event successful?
- Did any issues arise? Could issues have been avoided? How?
- What are some ways to improve for next time?
- How did you do budget-wise? Any observations?
Have more questions about planning your event? Let us know! Contact studentlife@pnw.edu
| 
