EVENT PLANNING ASSESSMENT 2016-2017

Full Organization Name: ______

Instructions: Complete the following assessment and save as a PDR or Word Document. Save the file as “Event Planning Assessment 2016 – Club Name” (insert your own club name). Upload the document to the myBAR registration application. This should be completed with your fellow executive board members.If you have any questions, contact the myBAR Lab at .

Event Scenario: It's Summer Quarter. Your club wants to host a large-scale community-service event in Spring Quarter that will last two days, a Saturday and Sunday. You want to invite the campus community and other students from the surrounding area and are expecting 500 people to attend. Saturday's kick-off event will happen on campus, but a majority of the day will be at off-campus volunteer sites. Sunday's closing event will be on campus, where your club plans to host carnival-type of activities. Your current budget is $3,000, but you want to feed lunch to all attendees as well as provide some giveaways. Plan this event - who, what, where, when, how, why, situations to consider, paperwork needed, etc.

  1. Create an approximate timeline for the planning of your event (not the event itself). Include important details (e.g. how will you delegate tasks, what important deadlines are there to meet, when to get contracts done if there are any, who to connect with off-campus, etc.).
  2. Is $3,000 enough money? How will you break down your funding (create a budget)? If you need more money, how will you raise funding for this event?
  3. Do you have to work with Facilities to get this approved? What are some Facilities-related concerns are there? What paperwork do you need to fill out?
  4. What are some risk management concerns for your event? List all of the policies you’ll need to follow for the event. What paperwork do you need? Will you need to hire security?
  5. What are some logistics needs of the event? How will you set up your event? How will you make sure your event goes smoothly on the day of?
  6. Have your group create mock-up flyer for your event in the space below. What is needed on the flyer? How and where would you publicize your event? What is required on the flyer and how do you get approval?
  7. What paperwork do you need after your event is over? What else would you need to do once your event is over?