Event Planning Resource Guide

 

Event Planning Resource Guide

Start by asking the following questions:

  • What is the goal in holding the event?
  • How will it support the mission of the college?
  • How will the college benefit from the event?
  • Do you have approval of your department chair and the Dean’s Office?
  • What is your budget?
  • Who is your audience (please be specific)?
  • Who will be involved in the planning/execution of the event?
  • Will the event be held live or virtually?

Once you know those answers, the below resources can help in planning.

  • Budget template (link to excel spreadsheet) to track costs.
  • Event planning timeline checklist (link to pdf) to keep on track.
  • Event summary template (link to excel spreadsheet) to summarize the event in one document for easy reference

BUDGET

The fiscal office can help you create a budget.  Some costs to keep in mind would be:

  • Venue rental – include a/v equipment rental
  • Catering – include catering fee, linens, equipment rental, floral arrangements, etc.
  • Transportation
  • Giveaways
  • Professional photography
  • Speaker fees and honorariums
  • Any events outside of your main event (dinner with speakers and special guests, etc.)
  • Printing of invitations, agendas, signs, etc.
  • Supplies such as name tags, table tent cards, etc.
  • Closed captioning for virtual events

DATES

  • Please see the EHE and Ohio State calendars to confirm your event will not conflict with any others. Also check with the Dean’s Office regarding other events that may not be on the calendars.

VENUES

HOTELSuhdcolumbus.com provides a list of hotels close to main campus. Some offer an Ohio State discount and free transportation depending on the time of year.

REGISTRATION

There is a variety of ways to take registrations or RSVPs. The most common are

  • Qualtrics – Through this online tool, you can create and customize surveys and pull a variety of registrant reports.  This option is best if there is no fee associated with attending the event.
  • Cvent – Through this online event management software, guests can register and make payments that go directly to the EHE fiscal office. There are many different reporting options based on your needs.

GIVEAWAYS/PROMOTIONAL ITEMS

There are a number of Ohio State approved vendors. For giveaways, the college typically uses Proforma. Price can vary depending on quantities purchased.  Please see proformaosu.com for an online catalog and contact Penny Sens, Office of Advancement, for ordering information or availability of items available in the college’s existing stock.

MARKETING/COMMUNICATIONS

The college’s marketing and communications department can assist with:

  • Content writing and editing
  • Website
  • Graphic design
  • Publication
  • Social sedia

Please see EHE’s intranet site for details.

PRINT MATERIALS

  • Uniprint can print invitations, agendas, programs, and signage. An eRequest must be first submitted and approved prior to ordering.
  • If you’d like to print yourself, Avery has a wide variety of nametag, label and other templates.

EVENT MATERIALS

The college has many items available for use at EHE events.  This includes, but is not limited to:

  • Photo back drop – white with EHE logos
  • EHE 7’ sign – pull up, black background
  • Black tablecloths, round and rectangular and college color sash
  • OSU cheer items such as pompoms and megaphones
  • Balloon weights
  • EHE logo tablecloths
  • Serving bowls and platters
  • Hurricane vase centerpieces

Please contact Penny Sens, Office of Advancement, to reserve any of the above items or for a list of items available.

TEAM BUILDING AND ICE BREAKERS

The Ohio State Leadership Center provides practical training programs and workshops for faculty and staff. In addition, there are a number of resource links on its web site at leadershipcenter.osu.edu.

PHOTOGRAPHY

The university has an approved vendor list of professional photographers for hire. 

Stock footage from the university can be found at brand.osu.edu/photography. There are guidelines on how the photos should be used.

EHE’s communication team can take photos for social media purposes. It also has stock footage of EHE related places and events. Contact the marketing and communications department for details.

HELPFUL HINTS

  • It is important to ask guests if they require special accommodations. Disability parking, seating, dietary restrictions, etc. should be taken into consideration. Additionally, a statement such as the one below is helpful.

If you have questions about accessibility or wish to request accommodations please contact (name) at (email address). Typically, a notice of two weeks will allow us to provide seamless access.

  • Ouab.osu.edu – if your target audience includes students, consider collaborating with the Ohio Union Activities Board to promote the event.

VIRTUAL EVENTS

Due to COVID-19 concerns, many groups are choosing virtual events over live ones.  Virtual events can have different formats depending on what your needs are. As of May 2020, the most popular platforms used on campus are:

  • Zoom
  • Skype
  • Teams

The university’s IT staff has a great article for deciding which platform will best fit your needs.  As we continue to see more virtual events, it is good to know best practices. Zoom’s web site has great content on how to host a successful event.

Julie Miller, event manager in the Office of Advancement, is available for consultation regarding college events. She can be reached at Miller.4325.

Details

Article ID: 124593
Created
Thu 1/14/21 11:56 AM
Modified
Thu 1/14/21 1:25 PM