Strategically organizing the planning will enable sanity to exist throughout the process. Organizations that are committed to event planning create positions that are focused on and dedicated to event planning. Some things to remember:

  • Stakeholders are responsible for the wellness of the organization not the management of events
  • The event coordinator from last year may have already started your event plan by reserving a location
  • The event coordinator from past years may have left a blue print for the event they planned; this does not have to be the blue print for your event. When moving forward your event, take into consideration members current skill levels and passions, and follow the energy of the current organization
  • Build an inclusive planning committee. Invite community leaders, alumni, and faculty/staff members to participate
  • Separate event planning from the other activities/work of the organization
  • Appoint/elect an Event Chair for all major organization events

The Event Chair is responsible for:

  • Convening a committee, setting meetings and agendas
  • Supporting the committee to develop the goals and theme for the event
  • Appointing sub-committee chairs
  • Educating sub-committee chairs on their roles, responsibilities and process
  • Creating an event plan
  • Working with the organization's current budget, advising the Event Committee and Sub-committees on available funds and process
  • Supporting the creation of a Funding Plan
  • Creating a comprehensive event time line incorporating sub-committee time lines
  • Coordinating and supporting the flow of information/communication between committees
  • Setting facilities meeting, communicating the event overview and having sub-committees define their needs regarding the facility
  • Proofing all Marketing and Press Releases
  • Signing off on all funding plans in advance of any expenditure with the organization treasurer
  • Creating an environment for fun and success
  • On the day of the event:
    • Track Progress of all committees
    • Address all challenges in a timely manner
    • Communicate all changes to facility managers and committee chairs
    • Direct day beginning to end, set-up to exit.
  • Evaluating the Event Plan
  • Thanking all of the participants and special guests

The Event Committee is made up of the Event Chair, Sub-Committee Chairs, and interested organization and community members. They are responsible for:

  • Creating a comprehensive event plan including goals/desired outcomes and theme of the event
  • Creating and agreeing on a comprehensive funding plan, inclusive of all estimated expenses of the sub-committees
  • Communicating regularly on the progress of the sub-committees
  • Approving all sub-committee decisions, i.e. program, food, marketing plan
  • Determining how to solicit/raise additional funds if needed
  • Setting ticket cost and process
  • Supporting sub-committees
  • Being available at all times during the day of the event
  • Participating completely during the event
  • Event evaluation and follow up

When assigning committee responsibilities take into account:

  • The work load of the committee
  • The availability of the committee for involvement on the day of the event
  • The number of members/volunteers available to help

It is okay to have:

  • The Event Chair be the Marketing or Funding Chair
  • Organization President or leader be the Marketing or Funding Chair

It is not okay to have:

  • The Event Chair be the President or leader of the organization
  • The Event Chair, President or leader of the organization to be the Food or Program Chair

Learn about each sub-committee and their responsibilities.