Events on campus come in all shapes and sizes for all different types of demographics. Organizing and managing an event on campus is a way to gain that much needed experience to be recognized as a leader before you graduate. You will be building skills for the “real world” and these skills are impressive on a resume. More importantly you are doing something that’s making a difference to many. That is what’s really important. If you want to create that kind of an event on your campus, We Have YOU Covered! We have been planning events for over 10 years and here are some of the best practices.
Each college campus may differ in the terminology they use for defining administrative departments, student organizations, and funding sources etc. However, the process of running an event will be the same at just about every campus, but your campus is special to you. Your campus has issues you want to tackle.
Without further ado – 9 Steps for a Successful Event on Your College Campus
Choose your event
- There are usually 4 categories to choose from
- Speaker (For this post let’s assume that you have chosen to have a speaker on campus.)
- Film Screening
- Research potential speakers and find out rates and their schedule.
- Choose your speaker – Find a speaker that matches your event. Ask the speaker what his/her technical needs are.
Select a date
Look at campus calendar to see if there are any conflicts that will take away from your event.
Theaters and Lecture Halls are best the best venues. HINT: Outside in a courtyard, in a cafeteria or gymnasium are the most difficult venues to pull off successfully. (Too many variables not in your control- Don’t make this venue mistake!)
Secure Equipment Needed
Projector? Projection Screen? Sound System? Lighting? (Based on what your speaker’s requirements are – you will find these answers by completing Step 1, #3.)
How much do you have? How much do you need? Apply for grants. A Grant is: a sum of money given by an organization, for a particular purpose. (More on this in another post!)
Build a Committee
The goal is to get more students involved, go forth and multiply. Getting a team of 6 or more leaders will help divide the workload. (More on this in another post!)
Promotion is the lifeblood of your event. When it comes to promotion we have A LOT of ideas. So much so, that we are dedicating an entire post to this topic! Read about Social Media For Your Campus Event Here!
Event Day Coverage
Student newspaper, photographer, photo-tagger (tag all your friends!), live facebook videos, ushers to make sure everyone is seated easily. Yes, you should encourage people to sit in front. You want those seats filled. It helps the speaker as well.
You will want to have some type of exit survey to poll your audience, but you also want to do a self-evaluation too. See what worked, what didn’t and how you can improve for future events.
Congratulate yourselves! Reflect on all the hard work you did. Lastly, keep in touch with the speaker after the event. You will want to pass on any feedback, as well as newspaper articles, and pictures.
We hope you got some serious value out of this post!
We know that hosting an event is time consuming, it can be stressful, sometimes, downright overwhelming, our goal was to calm your nerves a bit and give you a blueprint so you can have confidence to host a successful event on campus. If you have any questions, leave a comment below or send tim an email!
Want another example? Check out this blog post!
Watch this short video to find out how we make a difference on campus.
Rollin’ to a town near you!
847-322-1297 (Tim’s cell – so you can send TEXTS!)
P.S. Want to learn more about how Mike and Tim can share their story with YOUR group? Let’s Talk!