When hosting an event, developing a plan will allow you to move forward in an organized fashion and create an environment for success.
There are six steps to developing Event Plan:
1. Organization and Community Assessment
2. Goal Setting
5. Post Event Assessment
6. Administrative Decision Making
Step 1: Organization and Community Assessment
If you are planning an 'open to the public' event, consider the elements below. If you are planning a private 'invitation only' event, these elements may not apply.
Current Operations- Determine what activities and programs are already in place and serving the needs of the community
Will your efforts be duplicating or contradicting existing programs?
Have your previous activities/events met the goals of your organization, furthered your mission and the mission of the University?
Need- Is there a need for an event? If a need exists, what type of event would best suit the need?
Brainstorm with your organization
Discuss your goals and mission with faculty, administration, and community leaders as needed. What activities/events would they suggest/support? Use both obtrusive measures (asking stakeholders to supply program ideas) and unobtrusive measures (such as consulting with student groups, faculty, other units, or community leaders).
Institutional Environment- Consider the institutional mission, history, and political climate and views of significant campus decision makers.
Are you providing a perspective of an issue that may be viewed as controversial? If so how are you creating a welcoming environment for the university community as you move forward?
Resources- Determine the availability and skill levels of your organization leaders, members and volunteers; anticipated costs, potential funding sources, and availability of money; available resources such as space, furnishings, equipment, and services.
How many individuals will support the development of the project (who will help you plan and coordinate details)? Are they skilled in the areas that will allow successful completion of the project?
What are the anticipated costs and what are "free" resources? Investigate the large items (performers, space, food, etc.); estimate the small items (marketing, decorations, etc)?
What funds are currently available?
Who can we target for additional funding resources?
What environment do you want to create?
Are the expenses reasonable? Estimated Cost per person?
What facility will accommodate your event?
What resources are available (such as space, furnishings, equipment, and services)?
What support services do you need?
Once your organization answers these questions, check back periodically to see how your event plan plays out.