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Event Planning

One key to a successful event is good planning prior to the event. Contacting appropriate individuals or vendors will allow for open communication between the parties. Looking at the event and ways to minimize risks that are involved will allow for a successful event.

The following are steps to planning a successful event:

1. Define the purpose of the event. Does it promote the mission and purpose of the organization?
2. Choose a date and time. Check the all campus calendar on the Butler University website or contact Student Involvement and Leadership Programs at (317) 940-9262 to try and avoid with any major events that would detract attendance.
3. Reserve the room or facility by filling out a blue form in Student Involvement and Leadership Programs and Conference and Special Events. If you event is outside, plan for a backup location in case of bad weather.
4. Plan a budget.
5. Discuss with Conference and Special Events set-up, rental equipment, power needs, etc.
6. Contact all related and necessary parties and communicate your expectations (organizations, speakers, facilities, band, etc.)
7. Review contracts when dealing with outside vendors.
8. Order food and refreshments.
9. Arrange security, if needed.
10. Arrange housing and/or travel to and from the event.
11. Promote the event. (invitations, signs, advertisements, etc.)
12. Manage risk by planning events with minimal risk involved.
13. Order t-shirts and other committee needs.

Each event that your organization holds has a unique set of circumstances - as leaders you should evaluate each activity separately. Always consider the event in relation to your mission and purpose of your organization. Think about the following questions to help determine whether your activity should be considered a sponsored event by your organization.

• What is the purpose of this activity? Is it for bonding with other organization members? To promote your organization? Could it be associated in any ways with your group? How?
• Who is attending the activity? Why are they attending? Are the people attending the trip all affiliated with the organization? Who are you trying to reach?
• What resources are being used to fund the trip? Are group funds being used in any way? Who is contributing to the activity fund?
• How is the event being publicized or communicated? Is this activity advertised through a listserv? Flyers? Word of mouth?
• Would a reasonable person think that this activity is associated with your organization? If someone asked about the event, would it be logical to think your organization was the sponsor?
• As a leaders in your organization, do you feel that you are in any way connected to this particular activity? If not, who would be responsible for the event, any risks, or mishaps?