Ultimate Event Planning Guide: From Idea to Execution
EVENT PLANNING:
comprehensive guide
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The Idea:
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Fill out the Basics:
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WHAT
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What is your event?
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WHEN
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When is your ideal date?
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WHY
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Why are you having this event? What is the purpose?
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WHO
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Who is the target audience?
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HOW
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How will this event be accomplished? How much time do you
need?
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Dates
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On Campus:
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Utilize VEMS to check and solidify dates
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RSO’s can register space one year in advance in VEMS
•
Off Campus:
•
Call venues to check dates and prices
•
Prices for venues may vary depending on the time of
year
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Budget
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Contact vendors to get quotes for your event this
should include:
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Artist/speaking fees
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Facility fees
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Catering funds
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Giveaways
•
Publicity Fees
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Food and refreshments
•
Assess the budget with your organization, if feasible
begin planning the event
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2
W
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O
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T
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Contact artist/agency, gather information, check
dates and finalize prices
•
Identify and invite community partners
•
Finalize the overall mission of the event.
•
Understand technical needs
•
If the event is on campus, work with Conference and
Event Services to confirm technical needs
•
Fill out the Event Registration form in TigerZone
1
1
W
E
E
K
S
O
U
T
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Begin working on publicity and brainstorming a
marketing plan
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WHO is this event for? How are you going to target this
event?
•
Start creating graphics and understanding the overall
feel of the event
1
0
W
E
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K
S
O
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T
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Finalized the publicity plan
•
Finalize space reservation process
•
Ensure all proper forms are filled out with Conference
and Event Services, Physical Plant, etc.
•
If you need a STAGE you must work with Physical Plant
to set it up.
9
W
E
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K
S
O
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T
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If a ticketed event, begin working on a ticket
distribution plan
•
If your event is in the Rose Theatre or University Center,
explore the option of using memphis.edu/tigertix
8
W
E
E
K
S
O
U
T
•
Place your carting order
•
If on campus: Utilize Tiger Dining/Aramark.
•
You can get quotes directly from their website
•
If you do not see something you would like from Tiger Dining,
contact them for custom dishes or options
•
Check on vendor contracts and begin finalizing
•
Create a supplies list and begin acquiring
•
Confirm community partners
6
W
E
E
K
S
O
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T
•
Begin publicizing your event
•
Posters
•
University Center
–
Take to UC 255 and email to
ucmedia@memphis.edu
•
Other Campus Buildings
–
Check with the office the bulletin
boards are in front of
•
Social Media
•
Follow up with vendors, if contracts and
performance agreements are not signed
•
Arrange with police if your event is going to have
more than 300 people (this will be noted in your
Event Registration Form)
4
W
E
E
K
S
O
U
T
•
Create a volunteer list for the day of your event
•
Who do you need where?
•
Greeters
•
Hospitality
•
Money Management
•
Vendor Contacts
•
Check In Table / Information Table
•
This is event specific
•
Continue publicizing your event
•
Optional: Order t-shirts for your event
•
Review your event with Conference and Event
Services.
3
W
E
E
K
S
O
U
T
•
Update any necessary documents regarding day of
timeline, contracts, catering, etc.
•
Check in with community partners
•
Continue event promotion
•
Start to finalize RSVPs
•
Follow up with vendors
2
W
E
E
K
S
O
U
T
•
Finalize your supplies (started in week 8)
•
Finalize your volunteers and member roles for the
day of the event
•
Send information to SGA E-News on TigerZone
•
This will send your event out in an all school
•
Be sure to include your graphic, any important links, and
all pertinent event information
1
W
E
E
K
O
U
T
•
Social Media blasts
•
Finalize itinerary
•
Final contact with vendors
•
Confirm all arrangements
•
Walk through event with your organization, ideally
in the physical space
•
Identify an Event Risk Manager
D
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Y
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E
V
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N
T
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Event planner and risk manager should be at the
event the entire time
•
Work with vendors to get all elements in place
•
Continue publicizing on social media
•
Have FUN!
•
Utilize an in-event evaluation
A
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Clean up
•
Remove all promotional material from campus
•
Evaluate the event with your organization
•
Stars & Wishes
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Thank You notes
•
Ensure payments have been complete
•
Create a Historical file for the next year
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UNIVERSITY CENTER
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Lauren Shelley
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Manager Conference & Event Scheduling FIT & UC
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lauren.shelley@memphis.edu
•
ROSE THEATRE
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Lizzie Fudge
•
Manager, Event Support & Services UC and Rose Theatre
•
e.fudge@memphis.edu
•
POLICE
•
Derek Myers
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Assistant Chief of Police, Director of Police Operations
•
dmyers@memphis.edu
•
PARKING
•
Tommy Miller
•
Assistant Director, Parking & Transportation
•
tmller19@memphis.edu
•
TIGER COPY & GRAPHICS
•
tigercopygraphics@memphis.edu
Dive into the comprehensive guide for event planning from start to finish. Learn how to generate ideas, set up a budget, handle timelines, and more. This guide covers essential steps such as checking dates, creating a budget, and developing a timeline to ensure your event's success. Grab insights on finding the right venue, targeting audiences, managing costs, and promoting your event effectively. Start your event planning journey today!
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Presentation Transcript
EVENT PLANNING: comprehensive guide
PRE PRE- -PLANNING PLANNING
Step One: Step One: Start with an Idea
The Idea: Fill out the Basics: WHAT What is your event? WHEN When is your ideal date? WHY Why are you having this event? What is the purpose? WHO Who is the target audience? HOW How will this event be accomplished? How much time do you need?
Step Two: Step Two: Check dates
Dates On Campus: Utilize VEMS to check and solidify dates RSO s can register space one year in advance in VEMS Off Campus: Call venues to check dates and prices Prices for venues may vary depending on the time of year
Step Three: Step Three: Start a Budget
Budget Contact vendors to get quotes for your event this should include: Artist/speaking fees Facility fees Catering funds Giveaways Publicity Fees Food and refreshments Assess the budget with your organization, if feasible begin planning the event
PLANNING PLANNING TIMELINE TIMELINE
12 WEEKS OUT 12 WEEKS OUT Contact artist/agency, gather information, check dates and finalize prices Identify and invite community partners Finalize the overall mission of the event. Understand technical needs If the event is on campus, work with Conference and Event Services to confirm technical needs Fill out the Event Registration form in TigerZone
11 WEEKS OUT 11 WEEKS OUT Begin working on publicity and brainstorming a marketing plan WHO is this event for? How are you going to target this event? Start creating graphics and understanding the overall feel of the event
10 WEEKS OUT 10 WEEKS OUT Finalized the publicity plan Finalize space reservation process Ensure all proper forms are filled out with Conference and Event Services, Physical Plant, etc. If you need a STAGE you must work with Physical Plant to set it up.
9 WEEKS OUT 9 WEEKS OUT If a ticketed event, begin working on a ticket distribution plan If your event is in the Rose Theatre or University Center, explore the option of using memphis.edu/tigertix
8 WEEKS OUT 8 WEEKS OUT Place your carting order If on campus: Utilize Tiger Dining/Aramark. You can get quotes directly from their website If you do not see something you would like from Tiger Dining, contact them for custom dishes or options Check on vendor contracts and begin finalizing Create a supplies list and begin acquiring Confirm community partners
6 WEEKS OUT 6 WEEKS OUT Begin publicizing your event Posters University Center Take to UC 255 and email to ucmedia@memphis.edu Other Campus Buildings Check with the office the bulletin boards are in front of Social Media Follow up with vendors, if contracts and performance agreements are not signed Arrange with police if your event is going to have more than 300 people (this will be noted in your Event Registration Form)
4 WEEKS OUT 4 WEEKS OUT Create a volunteer list for the day of your event Who do you need where? Greeters Hospitality Money Management Vendor Contacts Check In Table / Information Table This is event specific Continue publicizing your event Optional: Order t-shirts for your event Review your event with Conference and Event Services.
3 WEEKS OUT 3 WEEKS OUT Update any necessary documents regarding day of timeline, contracts, catering, etc. Check in with community partners Continue event promotion Start to finalize RSVPs Follow up with vendors
2 WEEKS OUT 2 WEEKS OUT Finalize your supplies (started in week 8) Finalize your volunteers and member roles for the day of the event Send information to SGA E-News on TigerZone This will send your event out in an all school Be sure to include your graphic, any important links, and all pertinent event information
1 WEEK OUT 1 WEEK OUT Social Media blasts Finalize itinerary Final contact with vendors Confirm all arrangements Walk through event with your organization, ideally in the physical space Identify an Event Risk Manager
DAY OF EVENT DAY OF EVENT Event planner and risk manager should be at the event the entire time Work with vendors to get all elements in place Continue publicizing on social media Have FUN! Utilize an in-event evaluation
AFTER EVENT AFTER EVENT Clean up Remove all promotional material from campus Evaluate the event with your organization Stars & Wishes Thank You notes Ensure payments have been complete Create a Historical file for the next year
CAMPUS CAMPUS PARTNERS PARTNERS
CAMPUS PARTNERS CAMPUS PARTNERS UNIVERSITY CENTER Lauren Shelley Manager Conference & Event Scheduling FIT & UC lauren.shelley@memphis.edu ROSE THEATRE Lizzie Fudge Manager, Event Support & Services UC and Rose Theatre e.fudge@memphis.edu POLICE Derek Myers Assistant Chief of Police, Director of Police Operations dmyers@memphis.edu PARKING Tommy Miller Assistant Director, Parking & Transportation tmller19@memphis.edu TIGER COPY & GRAPHICS tigercopygraphics@memphis.edu
