Effective Event Planning

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Effective Event Planning

• Student Organization Online Training

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Step 1 Determine Type of Event

• Academic?
• Speaker/Lecturer
• Conference
• Social?
• Mixer
• Athletic
• Performer
• Philanthropic?
• Food/clothing/book drive
• Community Service
• Fundraiser (not eligible for SAFAC funding)

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Step 2 How will you Pay? Determine
Budget/Funding

• Organizational Funds
• Approved by voting members
• SAFAC
• Complete forms EARLY to ensure a spot on the
  agenda and to know if awarded.
• On or Off Campus Activity Approval Form must be
  approved prior to applying for SAFAC

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Step 3 Where will the event be held?Location,
Location, Location!

• Things to Consider
• On Campus
• On Campus Activity Approval Form
• Facilities Scheduling Set-up
• Off Campus
• Off Campus Activity Approval Form
• Travel Training for Overnight Trips and Day Trips
• Advisor Availability
• Inside or Outside Event
• Inclement Weather
• Campus Closings

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Step 4 Target Audience

• Whos Invited?
• Students
• Faculty
• Staff
• Community
• Dress Code?
• Casual
• Business Casual
• Formal
• Costume

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Step 5 How to DecorateFormal or Informal?

• Based on Step 1 Type of Event
• What is available from Student Life?
• Paper goods/plasticware
• Balloons streamers
• Plastic Tablecloths
• (make all requests at least 48 hours in
  advance)
• What are the necessary purchases?
• Food Drinks
• Special Decorations
• Special approval needed for
• Dance Floor
• DJ

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Step 6 On-Campus Event

• On Campus Activity Approval Form!
• Due to Student Life
• Tier I 5 business days
• Tier II 15 business days
• Tier III 20 business days
• Approval e-mail MUST be
• received prior to
• advertising the event.

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Step 7 Off Campus Event

• Off Campus Activity Approval Form
• Due at least twenty (20) business days prior to
  event.
• If seeking SAFAC funding, completed SAFAC forms
  must be attached to Off Campus Activity Approval
  Form.
• Wait for approval e-mail
• prior to advertising event.

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Step 8 Liability Waiver Forms

• Required for Off Campus events.
• Due at least three 3 business days prior to
  travel for everyone who plans on attending.
• Advisor must keep forms on their person at all
  times.

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Step 8 Ready, Set, Go!

• Advertise (On Campus) to
• ensure participation.
• Pack appropriately (Off Campus) for overnight
  travel.
• Safety first ALWAYS!
• Have fun!

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Questions?

• Contact
• Donna M. OkaroCentral Park Campus C119C
• dokaro_at_collin.edu
• 972-548-6508

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Effective Event Planning
Thank You!

• Student Organization Online Training