Event Planning
The Basics of Organizing a
Great Sigma Pi Event
Developed by Jason Swackhamer QB ‘97
Pre-Event Organization
• Before an event can be invented there first must be a
plan
• Strategic Planning
– 1, 2, 5 and 10 years
– Goes for the entire chapter and committees
• Event Planning usually begins with the committees
The Beginning
• Analyze your mission, purpose or duties
• Define what you are trying to accomplish
– Audience
– Purpose
– Budget
• Items needed
– Physical items
– Manpower
– Time
• Timeline for completion
The Budget
• Profit Goal -- what is your financial objective
• Goodwill Goal – community support, increased
awareness
• Sponsorship Opportunities
Plan the Date
• Avoid conflicts
– Almost impossible, but try and keep in mind the audience you
are after. As long as you cater to them, you’ll be fine
• Reserve your facilities
– Be sure to read fine print about cancellation notice, non-
refundable funds, and miscellaneous charges
Advertise the Event
• Direct Mail
– Put info in organizations mail boxes
• Print
– School Newspaper
• Radio
– Not applicable all the time, but might be beneficial for some
• Television / Cable
– Once again, not applicable all the time, but there is no harm in
promoting events on free Cable Access channels
Publicize
• Cross Promotion
– Get other organizations working for you
• R.A.’s, sororities – give and take
• Newsletter articles
– Get mentions in various newsletters on campus, Dean’s
calendar, etc..
• Guest spots on radio
– Night show on local station, etc..
• Listings on Marquees
– Maybe not likely at your university, but never know
Publicize
• Invite the media
– Is the event newsworthy? How can you make it
newsworthy
– Press releases to news media, follow-up with phone call
– Be prepared with media kits
• History, pics (color copies, also on disk), brochure, other
articles written
– Have one person identified on event day to be the media
liaison
Planning Event
• Select Location
• Set the agenda
– Setup / Teardown
– Welcome / announcements
– Speakers
– Entertainment
• Plan food and beverage
– Theme
– Tables, chairs, linens
– Liquor license
Other Details
• Permits for tents / raffle tickets
• Staffing
• Parking
• Signs / decorations
• Registration table / greeters
• Giveaways
• Banners
• Balloons
• Coat room
• AV equipment
• Video tape / photographer
Communicate
• Make sure the chapter knows everything there is about
the event
• Create communication materials
– Press kits, program, brochures, slide show, displays, literature
packets
Evaluate Results
• Did your targeted audience turn out?
• Did you meet your goals?
• Do a post-evaluation with event planning team
Don’t Forget Post-Event
Publicity
• Place articles / photos in newsletters
• Video tape your event
• Send out post-event news releases
• Send thank you notes to appear in the local newspapers
Letters to the Editor
Recommended P.O.A.
• P.O.A. means Plan of Action
• I recommend to begin planning an event no less than 4
months out
• The farther out, the less stress at crunch time
4 Months Out
• Appoint a chairman and/or committee
• Establish responsibilities
• Reserve site and entertainment
• Potential sponsors
• Timeline and materials list
2 & 3 Months Out
• Develop and print flyers, brochures, posters, press
information, etc…
• Distribution plan for promotional materials
• Develop sponsor packets
• Train members of how to approach sponsor
• Begin media and sponsor contact
1 Month Out
• Any advertising
• V.I.P. invites
• Personal calls to sponsors
• Assign jobs for event day
2 Weeks Out
• List of donors for promotion
• Letter to sponsors confirming donation
• Display material for sponsors
One Week Out
• Double check everything
• Go over event day duties with each person
• Have your event day plan documented and easily
readable
• Double check with any media about details
Day of the Event
• Make list for setup and tear down
• Have at least one “wingman”
• Have a cell phone and/or walkies
• Goal is to do all the work before hand and just watch the
event happen. Your job is to put out little fires here and
there
Post Event
• Immediately evaluate the event
• Do post-event press
– Send releases
– Letters to editor thanking sponsors
– Mentions in newsletters (w/photos)
– Flyers in organization boxes
• Thank you notes to everyone! Participants, sponsors, media, etc…
• Evaluate the results
And Don’t Forget
This is supposed to be fun!!