Event
Planning
Event Planning Process
Event Pre-Planning
An event is any activity that requires you to make arrangements before
the program can actually take place. It may be anything from an
introductory meeting to a concert, film, conference, BBQ or fund
raising activity. Please bear in mind that no matter how small or easy
an event may seem initially, some forethought and careful planning is
still necessary.
Planning successful activities and events
is serious business,
but it can be fun! The key is to follow specific rules and use a
systematic
approach. There are payoffs in the end, and the better the planning the
more enjoyable and satisfying the rewards.
Please be aware that there are
specific guidelines for
food preparation which must be adhered to. Please print and use the Food
Preparation Checklist and Food
Chart to ensure a successful and healthy event.
This section looks at what it takes to
have a successful
event from beginning to end. The basic steps are easy to follow:
Steps for Planning Events &
Activities
Assess
needs
Assessment is a means of assisting the
group in determining the needs of those for
whom
the program planned.
Sometimes the best way to have a good idea
is to have lots of ideas by brainstorming
and making
a list.
Determine
Your Purpose
What is the overall purpose for doing
this program? Does
everyone in the group understand the purpose?
Define Goals and Objectives
Goals - the direction to go. Objectives -
the means to
achieve. Goals will help your group focus on meeting the purpose of the
plan and objectives will break down the stages of how the goals will be
met.
Create and Detail Your Program Plans
Assign tasks
Select the individuals or committee that
will carry out
the objectives. Provide the assigned committee with planning
details
to assist them with specific tasks.
Brainstorm
Solve problems and find alternatives by
identifying the
problem and the cause and then brainstorming a solution.
Keep
Notes
Record the process with a planning diary
or log to help
keep the project on task and to provide a future source
of helpful information.
Implement
Plans
Budgets, calendars or time-lines,
organizers, and checklists will all help you
facilitate
implementation
your plan.
Evaluate
Program
Perhaps the most important part of your
planning is the program evaluation. The
evaluation
will help in determining
if you have met your purpose, goals, and objectives. The information
that
you gather during evaluation will be invaluable in future planning.
Determine
if goals and objectives were met.
Follow
Up/Thank Yous
Make sure that you tidy up your plan by
following up.
Cleaning up, sending thank yous, making sure all paperwork
was processed correctly are all
important aspects
of pulling off a successful event.
Complete
Program Report
Record information and make
recommendations for future
programs on how the process/program achieved it's purpose and also how
it could have been improved. Next year some one will really thank YOU
for
taking the time to leave such a nice record.
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Event Planning Assistance
Facility & Room Reservations
Connie
Greenwell - 623.845.4474
To book rooms and/or campus facilities, you must
contact the Student Leadership Center TWO WEEKS PRIOR TO YOUR EVENT.
When
planning an event or
activity,
it is also wise to see what other activities might be going on at the
same
time. This will enable you to see if an alternative date might be
wiser.
Business Services
Regis
Della-Calce - 623.845.3590
DO NOT
Sign Contracts! No one on the GCC campus can sign off on a contract.
All contractual agreements between the college and rental companies,
event services, performers, and talnet agencies must be approved and
signed by our District Legal Services. Please allow three (3) weeks
notice for contract review.
If you have a question on a financial
expenditure
or
business transaction involving use of funds, please contact the
Business
Services office for clarification.
Aramark Food Services*
623.845.3543
If your group is planning a banquet, or wanting
refreshments
and/or food for an event, Aramark Dining Services can help. As an
exclusive
contractor for GCC and MCCD, Aramark does have first right of refusal
for
campus food services. What this means for us is that you must first
consult
and obtain a price from Aramark before purchasing food or catering
services
over $100. Then if you choose, you may seek quotes for comparable
product
and service off-campus. If you obtain a lower quote or Aramark is not
able
to provide your request then you may use another company.
The College Voice
623.845.3820
The College Voice is always looking for
newsworthy information.
There are reporters assigned to cover clubs / organizations. The have
deadlines
to meet, so ask for their dates for publication and deadlines to print
your news items.
Public Safety
Debra
Palok - 623.845.3540
For assistance with security, parking or public
safety
officers.
IKON Copy Services*
623.845.3127
Club Advisors may obtain a club copy code from
the Business
Services Manager, Regis Della-Calce by sending an e-mail request. Club
copying may then be done at the copy center and billed later. Students
should not be given the account number for security reasons.
*Your club/organization must have funds to pay for these
services.
Event
Planning Packet
Event Planning Checklist
(Adobe
Acrobat Required)
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