Cherry Blossoms

Event Strategy Development

Every great event begins with a well-defined, measurable goal! Use this section as a guide to assist you as you map out your strategy, outline your production and communications timeline, define budget parameters, and measure your outcomes.  

Conceptualizing Your Event

1. Define Your Event Strategy

2. Secure a Date for Your Event

3. Build an Event Production Timeline

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4. Event Budget Considerations

  • Identify Workday worktags early (work with your administrator). 
  • Agree to budget terms with partners (as necessary). 
  • Identify what happens if you go over budget.  
  • Sample Budget Spreadsheet.xlsx

 

Event Communication Planning

  • Forecast your invitation send dates with the Event Communication Timeline.doc
  • Request assistance with your event promotion and Cvent registration site by completing a Project Inquiry Form (PIF).
  • View Digital Production Jeto/Marketo and Cvent Resources
  • Select visual assets for the look and feel.

 

Planning Your Event Program

  • To Request the President’s or Provost’s presence at your event, complete a  PARF .
    • Note: Before a PARF is submitted, please notify the CAO of Advancement.    
  • Pinpoint your speakers, topics and themes.
  • Ensure enough time is allotted for each scheduled activity.
  • Outline each activity that will be happening on stage with the Program Timeline.doc

Event Programming Considerations

  • PARF – Requesting the President’s or Provost’s presence at your event.  

 

Post Event Tasks 

  • Be sure to record your event activity into Tandem.
    • How to add registration and attendance lists into Tandem.
  • Schedule a post-event debrief meeting with your planning committee and/or stakeholders.
  • Capture your reflections and strategic outcomes in a Post-Event Reporting Template:
    • Option A
    • Option B
    • Option C
  • Gather photos from the event.
  • Send thank you notes to your guest speakers and volunteers.

 

Other Event Reporting Templates

  • Logistics Timeline 
  • Program Timeline 
  • Run of Show 
  • Vendor Snapshot List