EVENT PLANNING CHECKLIST Macalester College Campus Programs www.macalester.edu/campusprograms
Use this checklist as you brainstorm, plan, implement and evaluate your student events!
Program Development Define your organization’s goals. Facilitate a brainstorm session of program ideas. Review your program ideas: What is the goal(s) of the program? How does the program goal(s) relate to the goals of the organization? What appeal will the program have? What needs, interests, will the program serve?
Choose a Date for the Program Consult with the Reservations Staff (reservations@macalester.edu or x6638) to inquire about an appropriate venue to have your program. Check the Arts and Events calendar, http://events.macalester.edu/; your program should complement, not compete with other programs. Allow enough time for your organization to complete program planning; coordinate a backwards planning guide. If the program involves an entertainer or artist, call to obtain information: Available dates Performance fee Contract requirements Technical requirements Promotional information
Facility and Arrangements Communicate date and facility needs with the Reservations staff. Obtain a CERF form from Reseravations. This needs to be signed by a Campus Programs staff member and turned in to Reservations 3 weeks prior to your event. Reserve publicity space: table tents, banner space, sandwich board, circle area, display cases, literature tables, etc. Be aware of special arrangements that may require extra communication. Review food service requests. **Bon Appetit Catering must provide food for the Campus Center and the Hill Ballroom. No outside food is allowed in these venues. Bon Appetit Catering contact: Deb Novotny, x6313. Determine if tickets will be needed for your event.
Coordinate a Budget Outline for the Program Include program expenditures: Promotion Ticket printing Security Artist hospitality Food and beverage Travel Include projected revenue: Ticket sales Co-sponsorship money Has this money been approved by MCSG? Do you have enough money in your student org budget?
Artist performance fee Decorations Media
Confirm Contract Negotiations for the Artist/Entertainer Finalize date, time, location, performance fee with artist/agent. Process contract (contact a Campus Programs staff person for help with this). A student may never sign a contract. Process the check request/payment for services form. The Artist/Entertainer generally always gets paid following performance. Coordinate hospitality: lodging, meals, travel, etc.
Coordinate Publicity Strategies and Schedule Review the program, generate enthusiasm! Facilitate a brainstorm session of promotion ideas. Relate the ideas to the goals(s) of the program. Discuss creative gimmicks, “off the wall” approaches. Use college and community resources. Discuss target audience(s) and approaches to inform the audience of the program. Inform college radio station and The Mac Weekly if appropriate. Inform other student organizations and college departments. Talk to others! Be excited! Follow the plan. Delegate promotion assignments…Use all of your time effectively. Arrange a promotion time line. Include: banners, posters, flyers, table tents, display cases, chalking, sandwich boards, special invitations, emails, Facebook, literature tables, buttons, teasers, etc. Utilize the Information Desk poster run for posters. Use the SORC to make banners and utilize other resources.
Finalize Facility Arrangements Confirm sound requirements, lighting, staging, seating, etc. Confirm all technical requirements of the artist/entertainer to the Reservations staff. Confirm food service through catering. Arrange any special set up areas, and communicate decoration plans.
Coordinate Volunteers for day of program Arrangements for the artist; travel from airport, travel to Macalester, etc. Pick up performance check. Coordinate facility decorations, special set-ups. Coordinate volunteers for registration table, greeters, security, stage, food, other.
Announcement of artist, introduction, MC. Compose program evaluations. Include questions such as: Were the goals of the
program met? Is the program worth repeating? How could it be done better in the future? Decide whether to have a closure meeting &/or to conduct a survey
Clean up duties.
After the event Thank you’s to the artist, volunteers and other special people. Evaluation: informal discussion, formal evaluation tools. Share results with your committee. Finalize budget expenditures, revenue, program report. Enjoy a successful program!