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Event Planning Guide

  • Initial Planning Phase

    • Define Event Purpose:
      • What is the event’s goal (social gathering, academic conference, fundraiser, etc.)?
      • Who is the target audience (students, faculty, alumni, public, etc.)?
      • What outcomes do you hope to achieve (engagement, learning, fundraising, etc.)?

     

    • Set Date, Time and Location:
      • Consider the best time for your target audience (between class hours or weekends).
      • Request a venue based on needs (number of attendees, location, accessibility, event activity, A/V needs, etc.).
      • Request a date that doesn't conflict with major university events or holidays.
      • Check availability and request the venue early via the Campus Reservation System

     

    • Budget Planning:
      • Set a budget based on event needs (venue, food, equipment, decor, entertainment, etc.).
      • Identify potential sponsors or funding sources.
      • Account for unforeseen expenses (contingency fund).
      • Work with the reserving office to determine estimated costs based on seating, AV, staffing, etc.
        • Typically, invoices are billed through decentralized billing utilizing banner fund numbers.

     

    • Select Event Team:
      • Assign roles (Event Coordinator, Marketing Lead, Logistics, etc.).
      • Recruit volunteers to assist with your event.
      • Create a timeline with deadlines for all tasks.
      • Student Organizations may designate up to 2 Reservation Delegates.
      • Reservation Delegates may utilize the Campus Reservation System to request space on behalf of their organization. Contact emsscheduling@uncw.edu for more information.
    • Create an Event Schedule:
      • Break down the event into time blocks (arrival, activities, presentations, breaks, etc.). 
    • Food and Drink:
      • Decide whether to provide refreshments, full meals, or snacks.
      • Contact catering@uncw.edu for catering options.
      • Address dietary restrictions and preferences (vegetarian, vegan, gluten-free, etc.).
      • Work with UNCW Catering to arrange food delivery and setup time.
      • If alcohol will be served at your event, arrangements must be made through UNCW Catering. You must submit a UNCW Alcohol Beverage Permit at least 14 days prior to your event.
    • A/V and Technical Setup:
      • Determine if you need microphones, projectors, screens, or any other technical equipment. Share your requested A/V needs with the reserving office.
      • For more complex events, prepare a run of show for the A/V team.
    • Decorations:
      • Follow venue decoration policies.
    • University Police and/or Environmental Health and Safety
      • Reservation Offices may require you to contact University Police and/or Environmental Health and Safety.
        • University Police: 910.962.2222 – police@uncw.edu
        • EH&S: 910.962-3057 – ehs@uncw.edu
    • Transportation & Parking
      • Work with UNCW Parking to provide parking details for guests
      • Consider carpooling, shuttles, or special accommodations for attendees.
    • Create Event Materials:
      • Design promotional posters, flyers, social media posts, and email templates.
      • Use the university’s branding and colors for consistency.
    • Marketing and Media Campaign:
      • Create an event hashtag.
      • Post regular updates leading up to the event (teasers, guest speakers, behind-the- scenes, etc.).
      • Submit marketing slides to clreservations@uncw.edu
      • Utilize Hawk e News, social media, etc.
    • Consider RSVPs:
      • Determine best method for tracking attendance and RSVPs.
      • Keep the reserving office and UNCW Catering updated with event numbers
      • Provide attendees with event details (date, time, parking instructions, venue, any special instructions).
      • Send reminders leading up to the event.
    • Collaborate with Student Organizations:
      • Engage with student clubs, societies, or other student organizations to promote the event.
      • Offer them incentives (tickets, swag, shoutouts, etc.) to help with promotion.
      • Registered Student Organizations can be found on WaveLink.
    • Check-In Process:
      • Set up an easy check-in table with name tags and event materials.
      • Ensure volunteers are ready to assist.
    • Event Flow & Coordination:
      • Have the event schedule in hand and ensure speakers/performers are prepared.
      • Keep time to stay on track and ensure all activities run smoothly.
    • Engage Attendees:
      • Keep the atmosphere lively, especially during downtime (music, activities).
    • Clean-Up:
      • Plan for clean-up before and after the event.
      • Ensure all equipment is returned and the venue is left in good condition.
    • Thank You Notes:
      • Send thank-you emails to attendees, sponsors, and volunteers.
      • Acknowledge any special guests, speakers, or performers.
    • Feedback Collection:
      • Send out a post-event survey
      • Ask for input on event content, logistics, and overall experience to improve future events.
    • Final Budget Review:
      • Compare actual costs with the planned budget.
      • Ensure all invoices are paid and reimbursements are processed.
    • Stay Flexible: Things rarely go according to plan, so be ready to adapt.
    • Communicate Clearly: Keep all team members and stakeholders updated regularly.
    • Think Inclusively: Ensure the event is accessible for all attendees (e.g., wheelchair access, captions for presentations).