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
- Define your goals and key audience with the Event Strategy Sheet Template.pdf.
2. Secure a Date for Your Event
- Reference the following event calendars when determining your event date.
- Consider popular local, public sporting events, concerts, and traffic patterns.
- Consider religious observances.
3. Build an Event Production Timeline
- General Event Production Timeline Template.docx
- Task Date Generator for Production Timeline Template.xlsx
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 Template.docx
- 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 Template.docx
Event Programming Considerations
- PARF – Requesting the President’s or Provost’s presence at your event.
Post Event Task Checkist
- Be sure to record your event activity 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:
- Gather photos from the event.
- Send thank you notes to your guest speakers and volunteers.