Committees Might Include

➢ Logistics

➢ Speaker / Performer

➢ Publicity / Outreach

➢ Press / Media

➢ Finance / Fundraising

Set your Goals! Sometimes there are multiple goals for event. Identify and prioritize all
your goals.

➢ Think about what you want to accomplish i.e. raising awareness or open dialogue about an
issue, affect campus policy, public education, obtaining signatures for a national petition drive,
raising funds, etc.

➢ Set solid goals for the number of people you want to attend the event. This helps direct your
publicity and media efforts. Identify Your Target Audience

➢ Who do you think would be most interested in attending the event?

➢ While you want everyone to come, identifying your target audience will help direct your
Publicity and outreach efforts.

➢ For example, if you are planning an event about women in politics, approach Political
Science, Sociology, Women’s Studies, or other Social Sciences departments for help with
publicity, co-sponsorship, fundraising, and / or extra credit opportunities for students who attend
the event.

➢ Remember that first year students are often a good target audience.

➢ Think about approaching and working with influential people on campus – heads of other
organizations, student government representatives, feminist contacts at your campus press outlets
and feminist-friendly faculty / staff. Make a Timeline

➢ Create a timeline outlining the tasks that need to be completed each week leading up to the
event, including event logistics, publicity / media strategy, and finances.

➢ Make deadlines for yourself, and then meet them!

➢ Look at Sample Timeline on the next page. Three Weeks Before Your Event

➢ Events Chair should meet with Faculty and Staff Team for speaker contacts and ideas. Think
big! Begin contacting people; allow yourself plenty of time.
➢ Research the issue or policy that is the focus of your event as a resource.

➢ Logistics: choose a date; choose an appropriately sized venue; secure equipment; develop
budget for food, venue, equipment, and materials; secure funding and organize fundraising
efforts, if needed.

➢ Develop your outreach strategy.

➢ The Media Team should prepare a media release and a media list of outlets to contact. Two
Weeks Before Your Event

➢ Confirm your speakers. Sign a contract, if necessary.

➢ Prepare facts sheets for tabling.

➢ The Media Team should begin assigning tasks: who will announce to classes, bottom line
visibility events, etc.

➢ Designate a spokesperson for the event. She or he should begin preparing to answer questions.

➢ Draft a Letter to the Editor about the event and distribute to local media outlets. One Week
Before Your Event

➢ Draft sample questions for your Q&A session.

➢ Buy snacks and make sure your venue is equipped with everything you need.

➢ Call speakers to confirm. Offer to meet them 15-30 minutes before the event, arrange for
rides, etc.

➢ Media Blitz!! Go back to classrooms, table, chalk, and flyer. This is the most important round.

➢ Submit your Letter to the Editor (check media deadlines). Call your media list and make
copies of your media release. During/After Your Event Clean/ Prepare Your Venue

➢ Be prepared for your speaker. Escort her or him to and from the event, and have food and
water available.

➢ Have a table set up during and after your event. Include sign-up sheets! This is a great time to
build your membership. Have information about your company/ event, and its local campaigns,
fact sheets, and Ms. Magazines.

➢ Greet members of the media as they arrive. Be available and prepared to answer their
questions. Distribute your media release.

➢ Spokesperson for the event should be prepared to introduce and close the event.
 ➢ Write thank you notes to all your speakers. Showing your appreciation will ensure that your
speakers will consider doing another event in the future.

Key Steps to a Successful Event Hotel Logistics / Meeting Planning

➢ Determine two acceptable date ranges for your event

➢ Begin tracking holidays that may affect your attendees, to ensure you don’t plan your event
during an important religious holiday

➢ Search for hotels that are appropriate to the management level of your attendees

➢ Conduct site visits whenever possible and objectively rank each venue

➢ Pre-plan all meals (including off-site) as well as all event activities, to ensure proper space
allocation

➢ Include set-up and tear-down time in your venue contract

➢ Pre-plan décor for special events to determine cost and set-up time

➢ Plan guest programs and off-site functions

➢ Set up transportation to/from venue for VIPs, speakers, attendees, and off-site functions

➢ Determine if there are any union labor concerns that may affect shipping/receiving, set-up and
tear-down

➢ Conduct a post-event analysis of the venue; will you use it again in the future? If so, plan your
next contract now! Content Development / Speakers

➢ Determine the top three objectives of producing your event.

➢ Determine the top three attendee benefits of attending your event

➢ Develop an event theme tied to these objectives and benefits

➢ Plan the agenda and develop topics that relate back to the theme

➢ Invite key executives to attend early (12 weeks out at the latest)

➢ Work with a speakers bureau to help in your expert speaker search

➢ Determine audio/visual needs for all speakers (video, PowerPoint, etc.)

➢ Survey attendees for feedback on content and speakers 20 Attendee Travel/Registration

➢ Determine the best way to accept registrations (web, email, phone, fax?).
➢ Gather/purchase prospect lists into one main invite list

➢ Determine the required data to capture during the registration process

➢ Determine credit card acceptance, and if so, ensure merchant accounts are active

➢ Design registration website using the chosen event theme and creative direction

➢ Determine if you will be assisting attendees with travel arrangements

➢ Contract with transportation company for airport transfers

➢ Determine if you will have any gifts/handouts for attendees at on-site registration desk

➢ Design confirmation letters to include key data such as the dress code, weather, agenda
changes, etc.

➢ Pre-print badges for registered attendees ahead of time

➢ Determine your on-site badge printing options for late registrants and edits Pre-Event
Marketing

➢ Determine all of your marketing channels; pre-block ad space early.

➢ Determine where your prospects get their information, and market your event there

➢ Determine licensing issues for photo/graphic use

➢ Create multiple URLs for direct marketing pieces to determine effectiveness of all pieces

➢ Develop production schedule and mailing drop dates

➢ Determine any co-op marketing opportunities that may be available with your event’s
sponsors On-Site Event Collateral

➢ Determine where your messaging can be see on-site, and develop collateral for each of these
prime locations.

➢ Develop production schedule

➢ Print multiple items together to save on overall printing costs

➢ Design all collateral consistently, and be consistent with copy style

➢ Gain sponsorship revenue by allotting space for sponsor use (ads, exhibits, workshops, etc.)

➢ Get venue measurements to be sure your collateral fits the space (signs, banners, exhibits, etc.)

➢ Schedule time on-site to set up collateral

➢ Think about designing event collateral so that it can be used at future events – saves money
Event Staging & Audio/Visual

➢ Determine A/V needs for general session room, breakout rooms and special events.

➢ Are all meeting rooms on 24-hour hold? If not, develop a plan to re-set the rooms each
morning

➢ Schedule pre-event rehearsals and due-date for presentations ➢ Determine music licensing
needs

➢ Schedule on-site rehearsals and walk-throughs

➢ Pre-load all PowerPoint presentations on “show laptop”, and bring back-up CDs or USBs

➢ Develop a “show flow” with moderator script and cue points for slides, music, videos, etc.