Event Planning & Budget Management

Have fun!

Take attendance

Keep track of supplies

Social media vs SBEngaged

Logisitics of flyers - size, info

Importance of flyers on SBEngaged

Create diagram for event

Meet with your program advisor

Post Event What went well?

The game of

CLUB MONOPOLY

What did not go well?

Submit event form on SBEngaged

How to play

Should we do this event again?

STEPS TO SUCCESSFUL PROGRAMMING

Speaker? Food at event? Off-campus trip? Rain plan?

GO

Familiarize yourself with spaces that fit your needs

Map out budget

What is the purpose of these events?

Map out events for upcoming semester

Request spaces on 25Live

Beware of cancellation fees

Review community guidelines

Take pride in your flyers and put in the effort! It's one of the first things students notice

Funded by USG? Need a grant? Let's create a list of supplies needed for this event!

Faculty/Staff Advisor

vs.

Program Advisor

Purpose: Assist organizations in their topical area, providing guidance and consistency. Who they are: University faculty or staff members who volunteer to serve in the advisor capacity Responsibilities: Being a mentor and source of support for the students, be a role model. Assist with program ideas, networking opportunities, speakers, etc. Level of involvement should be agreed upon by the advisor and student organization

Purpose: Assist organizations in program planning, assess risk, ensure compliance with policies and procedures.Who They Are: Graduate coordinators and professional staff in a variety of departments who serve as an advisor as a function of their job Responsibilities: Approving requests for space, signing of required documents, assisting with organizational management, program planning, approving events in SB Engaged, assessing risk associated with events/programs, ensuring compliance with university and departmental policies

If you are using Canva, the appropriate size for SBEngaged is 1300px by 780px Add information such as the location, date, and time of events

Attendance is your secret weapon to growing your membership and reputation on campus - you can track attendance on the Check-In App This info also aids in grants and future USG funding

Now that you have basic details mapped out for your event, let's submit a request to be approved by your program advisor! Ensure that you answer all questions on the event form correctly and submit that requested documents such as your 25Live confirmation PDF, else your event will be denied

If you plan to have a speaker, food, or have an outdoor event which requires an indoor location, extra steps have to be taken!

Use this space to add awesome interactivity. Include text, images, videos, tables, PDFs... even interactive questions!

Ballin' on a Budget

Putting on Events with Little Money

• Kahoots (a membership is needed for over a certain number of participants)
• Jeopardy/ Trivia Nights
• Games Nights
• Ice Cream Socials
• Speed Meetings (Getting to Know Others)
• ‘Lunch/Snack’ & Learns
• Paint/Craft Nights
• Minute to Win It
• Open Mic Nights/Karaoke Nights/Lip Sync Battles
• Potlucks
• Tournaments

You can also collaborate and talk to other groups to hold bigger events (and help them out by volunteering to work the event to supplement costs)

Effective Promotion

General Body Meetings (GBMS) Posting on Instagram (or other social media) 3 days beforehand Reports it on stories day of (make is reactive by adding a poll like, “are you ready for “....” event?”) Event/Program Promotion Post a grid 2 weeks before the event Post another appx. 5 days before the event (don’t just duplicate the post, make it more creative!) Reshare on stories during the week leading up to the event Day of: Make sure you post it saying “happening today!”

To start playing, click on each + sign on the square. In each square, there will be instructions for you to follow and grow into an expert club programmer. WARNING: Do not skip the any of the squares - you will miss out on critical information! Good luck and happy programming!

While you may want to woo the masses on social media, the same energy should be put into SBEngaged - it's one of the first places students look for events!

Some spaces on campus are appropriate for crafting events, large capacity events, or small capacity events. Some spaces offer Audio/Visual (AV) and some do not - choose wisely!

Maintain your inventory and ensure that you have completed all of your purchases

Using large programming spaces such as the Union or SAC Ballroom? Need some guidance for your events or club? Whatever it may be, your program advisor is here to support you!

Execute your event and enjoy the vibes!

Common Defintions

• RSO: Recognized Student Organization (one you will be after completing New Club!)
• SBEngaged: our club management platform. All recognized groups from our department have a page
• 25Live: our space reservation software system
• Event Form: after receiving 25live confirmation (or confirmation for a space not on 25Live) you need to put in an event form, this asks you a series of questions to start advertising for your event on SBEngaged

You cannot advertise your event until your Program Advisor approves your form

• USG & GSO- Undergraduate and Graduate Student Governments where they are advocates for their student bodies. They also have funds that they will allot to groups to put on events
• Community Guidelines: our policies and procedures manual for organizations to follow for management and event planning.

Ready! Set! Reserve! These spaces are first-come, first-serve! Submit a draft reservation and after approval, you will received a confirmation PDF You're going to need it so hold onto that

What club goals are you achieving by having these events?

Use this space to add awesome interactivity. Include text, images, videos, tables, PDFs... even interactive questions!

Stay informed about the do's and don'ts of what a recognized group on campus can do

For larger event spaces, resources need to be requested in 25Live and that can only be done by your program advisor - together, you will create a layout of the event with tables, chairs, mics, and more

Warning: You may forget that you have a reservation! If you do not stay on top of your events, you will be charged for cancellation on short notice or no-shows

What events are you planning to have?General Body Meetings? Larger events? What days and times work best?