Event Planning 101 - Essential Tips and Guidelines for Successful Events

Event Planning 101 Presented by: Jessica Roberts Director of Special Events and Sales University of Maryland Alumni Association

Overview Getting Started Budgets Venues Vendor Selection Contracts Catering Misc (parking, signage) Promotional Materials Timelines Event follow up

Getting Started Define the goal of the event What is the purpose? Who is the audience? Is it realistic? Make a timeline Create a budget Clearly define responsibilities for each team member

Budgets Base on previous knowledge of event and research Include Columns for projected and actual expenses and notes about each item Break expenses into categories such as food & beverage, rentals, d cor, marketing etc. Money allotted to each item Update actual costs as you receive invoices

Budgets Chapter Budgets Each chapter is given a lump sum based on the number of alumni (large vs. small college) plus $2 per alumni association member. Chapters must submit monthly financial reports Club Grants Clubs can apply for 2 grants per year of up to $1200. Clubs with bank accounts must provide financial reports twice a year.

Vendor Selection It s all about research! Ask about Pricing Delivery and pickup times Rental policies Cancellation policy Installation process (if needed) Contract Terms Payment schedule

Contracts Review for Date and time accuracy Set up and break down time Cancellation policy Weather/Act of God clauses Policies and restrictions Deposit and payment schedules Insurance requirements ALWAYS TRY TO NEGOTIATE!

Venue Selection Research venues and conduct site visits Consider: Accessibility Capacity Date availability Pricing

Questions for the site visit: Hours of operation Booking process Pricing Parking Required caterers/ other vendors? Rain plan for outside events Extra charges? Cancellation policy

Parking **Hint** Include this information on the invitation Does the venue have its own lot, street parking, garage? Is parking open and free to your guests? If no, but there is parking nearby Hire valet service OR Work with garage to pay in advance or receive a discounted rate

Promotional Materials Determine marketing plan in advance Start publicizing the event 8 weeks out for best results Make the most of free advertising Facebook, UMD website, email, word of mouth

Catering Send RFPs (request for proposal) to caterers RFP main points: Event date, time, location Event description, theme, formality Number of expected attendees Budget Determine items caterer is responsible for Food Beverages Ice Staffing (servers and bartenders Linens Flatware, glassware

Catering (cont) Consider: Dietary needs (Vegetarian, Vegan, Kosher, Gluten Free, Lactose free) Type of rentals (disposables versus china) Type of bar Cash or open? Beer and wine or full?

The Timeline Guide to event planning process

3-6 months in advance Determine: Goal Budget Date and rain plan Theme D cor needs Reserve: Venue Caterer Rental equipment Confirm speakers

2 months in advance Design invitations Determine guest list Mail/ Email first promotional materials Confirm entertainment, menu, support staff and volunteers Select florist, photographer and other vendors Develop layout of venue

6 weeks - 1 month in advance Send formal invitations (if needed) 8 weeks before Finalize d cor Create signage Finalize, print program

2-4 weeks in advance Track RSVPs Publicize event online Finalize agreements with vendors Walk through venue Receive printed program Create timeline for day-of event

One week in advance Contact no replies Print guest list in alpha order Create nametags, etc. Confirm guest count with catering Create seating diagrams Review responsibilities with event staff and volunteers Follow up with all vendors

Event day Arrive at least 1 hours early Wear comfortable shoes Bring final copies of all planning documents, vendor forms Greet and brief volunteers, staff Examine venue Perform lighting, sound and video checks Set up registration table at least 30 minutes before event start time

Following the event Pay outstanding invoices Send thank you notes to participants, volunteers and staff Hold an event debriefing amongst the planning team and record feedback for next year Conduct survey of attendees for feedback

Mock-event planning activity Each team is given $10,000 Must plan family BBQ for 200 guests (50 are kids) Must determine venue, catering, d cor, rentals and entertainment for event Make a budget and determine how to use your money Describe which order you would contact vendors

Activity de-brief Important takeaways If outdoors, there must be a rain plan Must examine venues for stipulations Vendors are expensive make sure you negotiate! There must be a diverse menu which includes vegetarian options Must start by creating a budget and securing a venue

Questions? Contact Information: Jessica Roberts Director of Sales & Special Events University of Maryland Alumni Association Samuel Riggs IV Alumni Center jrobert3@umd.edu 301.405.7081