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How to plan an Event

Presented By, Ashley. How to plan an Event. Have a Plan:. Determine the type, size and atmosphere of the event Select and plan logistics Develop the budget, timeline and event agenda Do not forget food and beverages; room set up, including tables and chairs, photographer, signs.

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How to plan an Event

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  1. Presented By, Ashley How to plan an Event

  2. Have a Plan: • Determine the type, size and atmosphere of the event • Select and plan logistics • Develop the budget, timeline and event agenda • Do not forget food and beverages; room set up, including tables and chairs, photographer, signs

  3. Location/ Map Layout: • Determine the type, size and atmosphere of the event • A location should be selected prior to filling out a facilities Request • Be sure to sketch out a layout/map of how you would like your event to be set up

  4. Facilities Request: • Facilities request should be turned in 2 to 4 weeks prior to event • Be sure to include your map layout • Be sure to check all items that will be needed for Conferences and Events on the facilities request form • Be sure to have your Advisor or GA sign the facilities request form • Facilities request forms should be turned into Conferences and Events • Note: if you have not heard from Conference & Events contact them directly at 951-343-4374

  5. Scheduling Workers: • You should not plan an event without having the proper staff to cover the event • Have your team fill out their availability sheet prior to the event • Reminder/ Follow up with your team about schedule the day before the event

  6. Event Payments: • Be sure to have all contracts looked over by your Advisor and or GA • Be sure to keep the Vice President of Finance included in all spending • Keep copies of all receipts for VP of Finances records and for yourself

  7. Food: • Establish a food budget • Visit http://www.calbaptist.edu/explore-cbu/offices/dining/catering/insidecbu/ to see the menu • Contact Provider to order food • Decide whether food will be picked up or dropped off at event

  8. Marketing/ Advertising: • Posters must be approved by Vice President of Communications at least 2 weeks prior to event • All emails that go out to the University must be approved by Vice President of Communications • All posters/ flyers must be stamped prior to posting around campus • # of Sandwich boards needed • Chapel slides (1-2 weeks' notice for Monday and day of) • All sandwich boards should be returned to lenders one day after event • Please note that your team is responsible for printing out posters and everything involved with advertising

  9. Give-A-Ways: • Be sure to have a spending budget, please see Vice President of Finance for questions • Be sure to always ask about estimate time of delivery to make sure your items arrive before your event • All give a ways should be ordered 2 to 4 weeks prior to event • Be sure to include the amount of give a ways that will be available to students (For Example, the first 100 undergraduate students will receive a free t-shirt)

  10. Questions & Answers

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