Simple Event Planning
Guide and Check List

Event Planning Guide

Helpful hints for planning for a successful program

It is nearly impossible to create a one size fits all planning guide and checklist to assist groups and individuals planning for that “big event”.  Each event or program has unique qualities that may differ from event to event or group to group.  This guide will cover the standard or basic planning items that should help you and your organization in the planning process.  It is recommended that you meet with campus officials that do a lot of event planning.  Two offices in particular are Student Life and Engagement and University Facilities have staff that will sit down and assist you in the planning process.

For you convenience, attached is a spreadsheet that will allow you to modify to fit your needs.

The 5 Ps of event planning:

                Plan
                Prepare
                Practice
                Produce
                Process

PLAN

                You should form a committee to assist in the planning process.  This group will help share the responsibilities of the event.  During the planning process you need to decide the purpose of the event, possible dates, budget, and responsibilities.

PREPARE

                Once you have decided the date(s), the first thing to do is book a location.  If you do not have a location, then there will not be an event.  After the venue is secured, work efforts to make the event happen: such as; sound, projector, advertising, parking, speaker, band, etc.

PRACTICE

                Do a dry run through a couple days ahead of time.  This is a pre event meeting.  It will allow you a chance to see if anything is missing, is the timing rights, did you forget something, what about door greeters or an event program.  Plan for the unexpected to happen, because it will.

PRODUCE

                Day of event, if you have completed all the previous steps you, then the day of show should be a breeze.  Be calm and enjoy the event.  If something goes wrong or not as a planned, the audience will never know.

PROCESS

                This a crucial item that groups often forget.  Sit down with the team and evaluate the event, what went right, what went wrong.  What do the evaluations say? Do we do this again?  Take great notes or invite the next year chair to listen.   Send thank you notes as needed.