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
3. Planning
4. Implementation
5. Post Event Assessment
6. Administrative Decision Making

Administrative Decision Making

Future plans- After examining all the information compiled in the post assessment step decide on one of three actions for the future: modification, abandonment, or continuation.

If you are committed to contining the program, support the next team of event planners by securing a possible location for the next event. All OSU event venues can be reserved one year in advance of the event date.

Create a document to pass on to the next coordinator or to jog your memory for the next time you produce this event. Do this before too much time passes so you can note details and suggestions for improvement.


Get the most from your data

After your event is done, submit the guest list to OSUFbiodata@oregonstate.edu for coding in the Alumni and Donor database.  It’s an easy step that can help the Alumni Association and the Foundation track the level of engagement of our alumni, donors and friends.  This can help your college or department in better understanding your alumni and donors interests.

The OSU Foundation’s Advancement Services team is responsible for maintaining and updating the university’s Alumni and Donor database.  The database contains the most up-to-date contact and biographical information for OSU’s key constituencies.  The Foundation’s team performs National Change of Address updates monthly, as well as performing a variety of regular loads and appends (phone, employment, etc.).  Through this effort, we are helping to strengthen relationships that lead to increased support for the university’s mission and stronger brand by tracking alumni and friends’ engagement in our activities.  For more information on tracking your college or department’s engagement please contact daisy.clifton@oregonstate.edu or by calling 7-2909.

Helpful things to consider when submitting your guest lists. Please include the following:

•            Name of the Event

•            Date of the Event

•            College Hosting the Event

•            Staff person hosting the event

•            Constituent’s participation (Invited/Attended, Invited/Didn’t Attend, etc)

•            Complete Names, Addresses, Email and Phone numbers

•            Contact Person for follow-up questions