HOW TO HOST A SUCCESSFUL EVENT

A. Before Deciding an an Event:
  1. Know why you am doing the event. Make sure you and your organization and/or committee are really interested in putting on the event.
  2. If necessary, identify a student need/want using survey data, informal requests, formal requests, organizational history, etc.
  3. Meet with advisor to discuss budget and be sure that there is enough money available for the event.
  4. Check the class schedule to make sure the day/week you want to hold the event is not during finals, breaks, or holidays.
  5. Check your/other UMD organizational calendars to be sure that you will not be competing with any other big events.
  6. Contact other UMD organizations to cooperate on an event, if appropriate.
  7. Place your event on your organizational calendar.
B. Five-Six Weeks Before the Event:
  1. Choose an event chairperson.
  2. Set goals and objectives for the event. Be realistic.
  3. Brainstorm ideas for the event, choose overall theme, decide on activities.
  4. Use event checklist.
  5. Determine how you want to market this program and what key interest groups you want to concentrate on.
  6. Reserve table and other space with Verna (KSC) or other appropriate parties; put in cash box request (if needed).
  7. Reserve table tent and banner spaces (Verna in Kirby, Scoff Sherin in housing).
C. Four-Five Weeks Before the Event:
  1. Give information to graphic artist and/or publicity chair to plan posters, banners, table signs, table tents, programs, easels, etc.
  2. Determine who your marketing will target and develop a mailing/electronic mail list.
  3. Inform your organization of progress to date.
D. Three-Four Weeks Before the Event:
  1. Posters should be completed, proofed, and sent to printer.
  2. Send information to Statesman (Personal ad) and University Relations (Campus Briefs). Tell them how many weeks you want them to run.
  3. Ask Statesman to send a reporter to cover event.
  4. Send press releases to newspapers and radio stations, if appropriate, or work with UMD University Relations to do the same.
  5. Write or e-mail UMD departments, organizations, and targeted groups.
  6. Contact faculty to see if the students are able to receive extra credit for attending the event.
E. Two Weeks Before the Event:
  1. Hang posters on campus.
  2. Check to see if a Statesman reporter has been assigned.
  3. Commit organization members to table times and other duties.
  4. Be sure table tents are done.
  5. Put in banner request form for Kirby Poster Service at the Kirby Information Desk. Order overall advertising banners and smaller banners behind tables, as needed.
F. One Week Before the Event:
  1. Put up the banner.
  2. Send reminders to departments/organizations.
  3. Make an easel board.
G. Week of the Event:
  1. Put up the table tents.
  2. Replace posters as needed.
  3. Work at tables in Kirby.
  4. Last minute verification to all speakers, presenters, etc.
H. Week after the Event:
  1. Evaluate program. Were objectives and goals met?
  2. Send thank you letters to helpers and speakers.
  3. Write up an evaluation for organizational file.
This Event Checklist may be helpfull. 

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