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Creating Successful Events

Creating Successful Events. Northeastern University Board of Governors Training Session Saturday, October 5, 2002. The Purposes of Events. To strengthen ties to Northeastern University. To meet new people. To bring friends together. To educate and increase awareness of certain subjects.

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Creating Successful Events

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  1. Creating Successful Events Northeastern University Board of Governors Training Session Saturday, October 5, 2002

  2. The Purposes of Events • To strengthen ties to Northeastern University. • To meet new people. • To bring friends together. • To educate and increase awareness of certain subjects. • To have fun.

  3. Types of Events • Presentations by University faculty • Breakfast, luncheon, dinner, or reception • Professional sporting events involving Boston-based teams • NU sporting events • Tours • Musical/theatrical productions

  4. Types of Events • Seminars (e.g., home buying, financial planning, college admissions) • Community service projects • Outreach to students

  5. Yearly Planning Issues • The number of events in a year. • The types and diversity of events. • Target audience(s). • Strengths and weaknesses of the previous year’s events. • Alumni interests and demographics.

  6. Yearly Planning Issues • Funding availability. • Number of volunteers needed. • Availability of staff time.

  7. Planning Issues for an Event • Select a date for an event. • Estimate the number of attendees. • Book a facility. • Order tickets. • Review menu and order food. • Find out deadlines for the facility and food.

  8. Planning Issues for an Event • Develop an event budget. • Develop a back-planning calendar. • Set a deadline for responses. • Determine how the event will be marketed/promoted. • Determine who will receive marketing/promotion material.

  9. Planning Issues for an Event • Prepare the marketing/promotion material. • Order booster items and/or name tags. • Provide final count and payment for the facility and food. • Have greeters at the event. • Prepare comments/welcome statement.

  10. Planning Issues for an Event • After the event, evaluate its strengths and weaknesses. • Thank volunteers and speaker.

  11. Key Information for an Announcement • Title • Date and time • What • Where

  12. Key Information for an Announcement • Price • Response deadline • Name of the contact person and best method(s) to contact the person

  13. Facility/Location Issues • Number of people a facility can hold. • Appropriateness of the layout for an event. • Weather impacts. • Rental and deposit fees. • Facility hours. • Who is responsible for set-up and clean-up.

  14. Facility/Location Issues • Parking/transportation. • Security. • Coat check. • Audio-visual equipment, podium, dance floor, music. • Special requirements of restrictions. • Special fees or additional charges.

  15. Event Expense Categories • Facility/location • Food and beverages • Rental items • Permits • Tickets

  16. Event Expense Categories • Flowers and decorations • Insurance • Marketing • Gift items • Taxes and tips

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