{"id":71,"date":"2022-06-10T14:26:03","date_gmt":"2022-06-10T18:26:03","guid":{"rendered":"https:\/\/www.bu.edu\/reservations\/?page_id=71"},"modified":"2022-08-12T10:59:00","modified_gmt":"2022-08-12T14:59:00","slug":"planning-tips","status":"publish","type":"page","link":"https:\/\/www.bu.edu\/reservations\/plan\/planning-tips\/","title":{"rendered":"Planning Tips"},"content":{"rendered":"<p>Follow these steps and answer the related questions to ensure a successful event at BU. This will bring value to your department as well as support overall University advancement goals. Make to review the <a href=\"https:\/\/www.bu.edu\/reservations\/guidelines\/event-policies\/\">Policies<\/a> to know what is (and isn&#8217;t) allowed to happen on campus.<\/p>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Develop Goals &amp; Objectives<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\">\n<ul>\n<li>What type of event do you want to have?<\/li>\n<li>Who is your intended audience? Develop your guest list.<\/li>\n<li>What is the purpose of this event? What is your desired outcome of this event, and what do you want your guests to take away from the event?<\/li>\n<li>What is the purpose of this event?\u00a0 What is your desired outcome of this event, and what do you want your guests to take away from the event?<\/li>\n<li>Is your desired event the most appropriate way to achieve your goal?<\/li>\n<li>What value does this program add to the overall University?<\/li>\n<li>Who will be the program participants?<\/li>\n<li>If this is an event that has been done in the past, have you analyzed the purpose and audience to determine if it is still the most effective use of University resources or is it being done \u201cbecause we always have?\u201d<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Select Date &amp; Location<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>What is the desired date for your event?\u00a0 Before confirming it, clear the date with all important participants.\u00a0 Be sure to check your desired date with the academic calendar as well as with the calendar maintained by Campus Information &amp; Visitor Relations for any possible conflicts.<\/li>\n<li>Have you checked to make sure your date does not conflict with any major religious observances?<\/li>\n<li>Be sure to select back-up-dates for your event.<\/li>\n<li>How many people to you anticipate attending?<\/li>\n<li>What type of space would be most conducive to your event?<\/li>\n<li>What types of audio\/visual equipment will you need to support your event?<\/li>\n<li><a href=\"http:\/\/www.bu.edu\/meetatbu\/for-bu-departments\/space-request\/\">Request a Space<\/a>for your non-academic event using 25Live, BU&#8217;s room scheduling system. University Reservations will respond within two business days with a hold on the space to be assigned to your event.\u00a0 The hold will not become confirmed until a request has been made in 25Live and approved by University Reservations.<\/li>\n<li>Not sure what space might be appropriate for your event, or will your event have complex scheduling needs?\u00a0 Contact the Events &amp; Conferences Director at 3-2769; he will be happy to discuss your event with you and recommend space solutions.<\/li>\n<li>If you are planning an outdoor event, have you identified an indoor venue or alternate plan in case of inclement weather?<\/li>\n<li>Will hotel accommodations be needed for out-of-town participants and\/or guests?\u00a0 Have you blocked rooms and\/or made the necessary reservations directly?<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Create a Budget<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>Before arranging for travel, catering, printing, and other expenses, it is suggested to write an event budget that includes all anticipated expenditures.\u00a0 Typical budget items include:\n<ul>\n<li>Facility fees (including Facilities Management charges)<\/li>\n<li>Catering<\/li>\n<li>Equipment Rentals (tables\/chairs\/tents\/etc.)<\/li>\n<li>D\u00e9cor (linens\/florals\/props\/etc.)<\/li>\n<li>Audio\/Video Equipment<\/li>\n<li>Printing\/Promotional Materials (including websites)<\/li>\n<li>Postage<\/li>\n<li>Travel and Transportation expenses (including parking charges)<\/li>\n<li>Entertainment<\/li>\n<li>Police<\/li>\n<li>BU Photography<\/li>\n<li>BU Productions (videography)<\/li>\n<\/ul>\n<\/li>\n<li>Are you charging an attendance charge for your event?\u00a0 Is this charge to defray costs, break even, or be a profit-maker\/fundraiser?\u00a0 Have you priced the tickets appropriate for your income objective?<\/li>\n<li>Will you attempt to solicit sponsors?\u00a0 What are the benefits of sponsorship (name in a program book, promotional materials at the event, etc.)?<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Develop a Communications Plan<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>What is your event\u2019s primary message or theme?<\/li>\n<li>How will this event be marketed and\/or promoted (invitations, flyers, articles, posters, electronic mail, web site)?<\/li>\n<li>Do you want media at your event, or do you anticipate media to cover your event?\u00a0 Don\u2019t forget to contact\u00a0<a href=\"http:\/\/www.bu.edu\/news\/contact\" target=\"_blank\" rel=\"noopener noreferrer\">Media Relations<\/a><\/li>\n<li>Is there a way the University can gain more effectiveness from your event?<\/li>\n<li>Have you considered contacting\u00a0<a href=\"http:\/\/www.bu.edu\/marcom\/\" target=\"_blank\" rel=\"noopener noreferrer\">Marketing &amp; Communications<\/a>\u00a0to discuss your communications plan?<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Develop a Show Flow<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>How is your event to be organized?<\/li>\n<li>Do you need an M.C.?<\/li>\n<li>What is the order of your participants?<\/li>\n<li>Have all the participants been informed of their exact roles in the event (speak for 5 minutes, be prepared for Q&amp;A, cut the ribbon, etc)?<\/li>\n<li>If your program has multiple speakers, have you provided speaking points to each?<\/li>\n<li>Do you need to write a script to thread all the components of your event together?<\/li>\n<li>Does your event need to include any \u201cphoto opportunities\u201d such as a ribbon-cutting or awards presentation? Have you identified where in the program these will occur and who will participate?<\/li>\n<li>Have you prepared a minute-by-minute timing for your event?\u00a0 Have you reviewed it to see if there are areas that can be pared?\u00a0 For instance, if there are 3 soloists in your event, are all needed?\u00a0 Also, this minute-by-minute should be sent to all your program participants along with any other specific instructions so they can see where and how they fit into your program.<\/li>\n<li>If the President or Provost will have a role at your event, have you completed their Speaking Checklists?<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Conduct a Logistics Site Visit<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>Schedule a time to walk-through your event venue with the Facilities Manager, Catering Manager (if needed), and any internal\/external vendors to discuss your program and desired set-up.<\/li>\n<li>Does your facility have the capability for all the audio\/video support you need?<\/li>\n<li>Does your facility have all the furniture and equipment you will need for your program (tables, chairs, coat racks, easels, rope &amp; stanchion, etc.)?\u00a0 Don\u2019t forget to include any furniture needs for Dining Services in your overall calculations.<\/li>\n<li>Does your facility have internet connections?\u00a0 Phone connections?\u00a0 Do you know where the electrical outlets are?<\/li>\n<li>Be sure to identify the location of the restrooms and well as emergency exits.<\/li>\n<li>Do you need any further decorations or props?\u00a0 Did you include these in your budget plan?<\/li>\n<li>Do you need to rent any items for your program?<\/li>\n<li>Have you given your Facilities Manager a diagram of your room lay-out?<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Develop a Staffing Plan<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>During the event planning stages, is there staff to whom you could delegate aspects of the event?\u00a0 If so, be sure to set progress deadlines.<\/li>\n<li>Is everyone in your department familiar with the basics of this event in order to answer questions accurately?\u00a0 Do they know where to direct more detailed questions?<\/li>\n<li>Will you need to employ additional staff (casual employees\/student employees\/consultant) for this event?\u00a0 If so, be sure to include this in your budget projection.<\/li>\n<li>Prepare a \u201cday of\u201d staffing plan.\u00a0 Will you need staff to:\n<ul>\n<li>welcome and direct program participants?<\/li>\n<li>welcome and direct guests?<\/li>\n<li>man a registration\/check-in table?<\/li>\n<li>serve as seaters\/ushers<\/li>\n<li>serve as the \u201cshow flow\u201d monitor (who is responsible for keeping the program on time?)<\/li>\n<li>serve as troubleshooters?<\/li>\n<li>serve as floaters?<\/li>\n<\/ul>\n<\/li>\n<li>Communicate the staff plan at least two days prior to the event to your staff.\u00a0 Make sure everyone is familiar with their assignments.<\/li>\n<li>To whom should staff go to on the day of event with any issues or problems?\u00a0 Make sure this information is communicated with your event staff.<\/li>\n<li>Prepare a phone list of staff, volunteers, and other key phone numbers, and circulate it to staff as necessary.<\/li>\n<li>Will there be any special guests at your event (benefactors\/prospects\/dignitaries\/etc.) who will need special escorts?<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Cross the T's &amp; Dot the I's<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>Double check, triple check, and quadruple check!<\/li>\n<li>Review your \u201cto do\u201d list to make sure all items have been completed.<\/li>\n<li>Confirm arrangements with program participants, make sure everyone knows where they need to be, when to be there, and what they are expected to do.<\/li>\n<li>Do the program participants need a walkthrough of the event venue?<\/li>\n<li>Do your staff and volunteers need a \u201cdry run\u201d at the event venue?<\/li>\n<li>Have you given your final catering guarantee?\u00a0 Do any of your guests have special dietary needs?<\/li>\n<li>Have you prepared any needed briefing materials?<\/li>\n<li>Have you prepared any event box with any needed supplies (staplers, clipboards, nametags, etc.)?<\/li>\n<li>Do you have an alphabetical list of guests?<\/li>\n<li>If tickets are being sold have a cash box with plenty of change on hand.<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<div class=\"bu_collapsible_container \" aria-live=\"polite\" data-customize-animation=\"false\"><h4 class=\"bu_collapsible\" aria-expanded=\"false\"tabindex=\"0\" role=\"button\">Follow-up &amp; Tie-Up Loose Ends<\/h4><div class=\"bu_collapsible_section\" style=\"display: none;\"><\/p>\n<ul>\n<li>Clean-up event-related materials and return any borrowed items.\u00a0 Make sure any rental items have been picked-up by the vendor.<\/li>\n<li>Secure any receipts needed for any reimbursements to be made.<\/li>\n<li>Secure vendor invoices and initiate the payment process.<\/li>\n<li>Create a final event budget for historical purposes; reconcile any major discrepancies from projected budget<\/li>\n<li>Document event process including final budget and any notes for areas of improvement.<\/li>\n<li>Send thank you notes to program participants and\/or special guests.<\/li>\n<\/ul>\n<p><\/div>\n<\/div>\n<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Follow these steps and answer the related questions to ensure a successful event at BU. This will bring value to your department as well as support overall University advancement goals. Make to review the Policies to know what is (and isn&#8217;t) allowed to happen on campus.<\/p>\n","protected":false},"author":1420,"featured_media":0,"parent":355,"menu_order":6,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"_links":{"self":[{"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/pages\/71"}],"collection":[{"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/users\/1420"}],"replies":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/comments?post=71"}],"version-history":[{"count":17,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/pages\/71\/revisions"}],"predecessor-version":[{"id":358,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/pages\/71\/revisions\/358"}],"up":[{"embeddable":true,"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/pages\/355"}],"wp:attachment":[{"href":"https:\/\/www.bu.edu\/reservations\/wp-json\/wp\/v2\/media?parent=71"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}