Event Planning Questions

The following are some questions that your group should consider when planning a program. Use it to decide if an idea for a program is feasible and to prepare a list of tasks that must completed to make the program “go”.

  1. General Considerations
  2. Is there a need for this program?
  3. Is another group already providing something very similar for students?
  4. Who are you trying to reach with this program? Who is your target audience?
  5. Does this program promote your group’s philosophy and goals?
  6. Have you already offered a similar program this year? If so, how could you make this one different?
  7. Is this a traditional program, one repeated every year? If so, are you sure you want to carry on this tradition and why?
  8. Could you make some changes in the program to bring it up to date?
  9. Should you recommend this program to another group?
  10. Does your group possess the skills and resources necessary to do the program?
  11. Would co-sponsorship be a good way to present this program?
  12. Who else might be interested in helping you with this program?
  13. Will this program idea offend any campus or community sensitivity of which you are aware? If so, what will you do about it?
  14. Is there general enthusiasm and support for this idea among your group members?
  15. What is your estimated attendance?
  1. Budget
  2. Does your group have the money to support this program?
  3. Is it a fund raising event?
  4. Do you have to make more money than the program costs?
  5. How much money will you have to make through ticket sales/admissions?
  6. Based on your attendance estimates, is this amount feasible?
  7. What are all the cost factors and how much money will be allocated for each?
  8. Have you thought of costs for publicity, equipment rental, ticket printing, napkins, cups, etc.?
  9. How will bills get paid?
  10. Who must approve the expenditures?How will this person be notified, and when?
  11. How will money be requisitioned?
  12. Are there any strings attached to how money can be spent?
  13. Will you sell tickets?How will ticket prices be set?
  14. Will there be a price difference between students and non-students? How much?
  15. Who will sell tickets? Where and when?
  16. How will receipts be counted and turned in?
  17. Will the performer/film company be paid a flat fee, or a percentage of the gross?
  18. Will the performer be paid before or after the performance?
  19. How will the performer be paid (cash, check, etc.)?
  20. Who will make certain the bills are paid, checks are picked up, money is requisitioned, and an evaluation is conducted?
  1. Date and Time
  2. Is there an adequate facility for this program?
  3. Is that facility available on the date that the performer, film, etc. is available?
  4. Does the date conflict with holidays, exams, other major events on campus, TV specials, etc.? (Check the Campus Calendar and Student Activities Calendar)
  5. Do you have enough time to get all the program details worked out?
  6. Will students have money at that time of the month?
  7. Has the performer, film, etc. recently appeared in the area? Will this help or hinder your program?
  8. What’s happening in the community, region or nation that you could tie into?
  9. Is there an alternative date to allow for unforeseen events?
  10. Will students come to campus for a program scheduled at this time?
  11. When are most students free?
  12. Does this time conflict with residence hall meals?
  13. Does this program depend on daylight or on darkness?
  14. Is morning, afternoon or evening best?
  15. How long will the program last?
  16. When will your audience most likely be “up” for the program you are planning?
  17. Have you scheduled enough time in the facility for set-up and clean-up, plus the program?
  18. How much time is needed for rehearsal?
  19. Can you schedule this time in the facility?
  20. Do you need to prepare an itinerary for the performer, the participants, etc.?
  1. Facility
  2. Is there adequate, accessible parking? If not, where and how will people park?
  3. Is the facility handicap accessible?
  4. Are there adequate, available restrooms?
  5. Is the size right for the event – Not too small or too large?
  6. Can you adapt the facility to the event?
  7. Is the electrical supply adequate?
  8. Is the temperature controllable?
  9. Is the lighting adequate?
  10. Will the furniture adapt to the event?
  11. Is the entrance and exit control adequate?
  12. What are the acoustical aspects of the facility?
  13. Do people know where the facility is located?
  14. If necessary, how much will it cost to rent the facility? How do you reserve the facility and what are the cancellation deadlines and penalties? Who will make the reservation?
  15. Is shape and environment conducive to your program?
  16. Is there a stage and dressing rooms? If not, can these areas be created?
  17. Is there a back-up facility reserved as a rain site for outdoor events?
  18. Can heavy equipment or bulky equipment be delivered to this facility easily?
  1. The Performer, Speaker, Film, Etc.
  2. Have you contacted the Student Activities Office and ASWC?
  3. Have you confirmed the program content with the performer, speaker, etc.
  4. Can you meet contract demands, such as insurance, waivers, transportation, housing, equipment, etc.
  5. Who signs contracts? When must the contract be signed?
  6. What information will this person need, and when?
  7. How much will it cost to meet all contract agreements?
  8. When and how is the performer arriving and leaving?
  9. How long ill the performer be here?
  10. What will the performer do during the time they are here?
  11. Can the performer, speaker, film, etc., be shared with the campus or another group?
  12. Who will take care of the performer while they are here?
  13. What qualifications do you want/need in a performer, speaker, film, etc.?
  14. What is your back-up plan in case the performer, film doesn’t arrive?
  1. Equipment
  2. Do you need spotlights, public address, sound system, microphones, screens, extension cords, projectors, props, platforms, piano, etc.?
  3. What equipment will Sound and Lights provide and what equipment will you have to acquire or rent somewhere else?
  4. How is equipment reserved?
  5. How far in advance must equipment be reserved?
  6. Who will be in charge of reserving the equipment?
  7. Who will make certain that the equipment is WHERE it should be WHEN it should be?
  8. Are technicians or operators required?
  9. Are the electrical outlets available and in working order?
  10. Do you have to construct special equipment, booths, etc.?
  11. Do you need and have spare fuses, bulbs, etc. for emergency?
  12. How much equipment will you need and when?
  13. How much time will it take?
  1. Crowd Control
  2. Do you need ticket sellers, ticker takers, event volunteers, security personnel?
  3. Who will do these jobs?
  4. Where and how will people line up to get in and out?
  5. Who will be present to represent the College?
  6. Who is responsible in case of an emergency?
  7. Where will this person be?
  8. How much will crowd control cost?
  9. Who will check IDs?
  10. Who will act as “bouncers”?
  11. How much security will you need?
  12. Who will provide security?
  13. Who will be in charge of making arrangements for security?
  1. Publicity
  2. Who needs to know about your program?
  3. How can you get them interested in your program?
  4. What three or four methods (at least) will you use for publicity?
  5. What is the focus or approach of your total publicity package?
  6. When does each phase of publicity go out, get posted, etc.?
  7. Who will be in charge of publicity?
  8. Are there restrictions on publicity (no films advertised off campus, poster size limitations, etc.)?
  9. How much time for publicity will you need before the event?
  10. How will publicity be distributed?
  11. Will there be publicity after the event (reviews, etc.)?
  12. How much will publicity cost?
  13. Is the graphic style consistent for the campaign?
  14. Is the event open to the general public as participants or spectators?
  15. When do tickets go on sale?
  16. What are deadlines for news releases, ads, radio announcements, etc.?
  17. What are printer deadlines?
  1. Catering / Concessions
  2. Will food/beverages enhance the program?
  3. What will you serve?
  4. How much food will you need?
  5. Does the program theme affect what is served?
  6. Where will food be served?
  7. Will refreshments be free, or will you charge for them?
  8. How much will you charge?
  9. How will money be handled?
  10. Will you have signs/menus telling people what is available and the prices?
  11. How much will it cost you to provide food?
  12. Do you plan to subsidize the food, break-even, or make a profit?
  1. Program Materials
  2. Are printed programs, agendas, itineraries, outlines, handouts, nametags, guest book, sign-in sheets, game equipment, pencils, paper, stopwatches, score cards, needed?
  3. Do you have an adequate quantity of materials for the group attending/participating?
  4. How much will materials cost?
  1. Clean-Up
  2. Who is responsible for clean-up – your group or someone else?
  3. When will clean-up be done?
  4. How many people will it take?
  5. Must the area be returned to the condition it was in before the program?
  6. What equipment or supplies will you need?
  7. Who will provide the supplies?
  8. Where will the supplies be kept?
  9. Can you control the litter/mess problem during the program?
  10. How much will clean-up cost?
  1. Follow-Up Details
  2. How will you return all the equipment to the place from which it was obtained?
  3. Who will be in charge of making sure equipment is returned?
  4. Is there a special time or place to return equipment?
  5. Who will pay bills, write thank-you notes, etc.
  6. Who will contact performer after the program to say thank you, send copy of reviews?
  7. Program Evaluation
  8. Whose and what feedback do you want?
  9. When do you want to get feedback?
  10. What method will you use – audience survey, oral or written, program committee discussion, observations by outside evaluators, etc.?
  11. Was the date a good choice? Why or why not?
  12. Was publicity appropriated and timely? Why or why not?
  13. What improvements can be made in the process?
  14. How much will program evaluations cost?
  15. How will the information you get affect future program planning?

Adapted from “Program Planning Basics” by Almodovar, Danner, Mandel, U.C. Davis, 1976