Events at university can be a challenge; you have a big mix of students, personalities and preferences, so it can be very difficult to execute the perfect event. Making an event fantastic is about more than just the give-aways or the food. A fantastic event is a culmination of many factors and it can be very hard to get it right. Follow these 6 tips for setting up your next fantastic event at university and you’re sure to be on your way.
01. Planning is half the battle
As the old adage goes; fail to plan, plan to fail.
It has never been truer than in event planning. There are so many factors that go into any good event. You have food, music, invitations, activities, logistics like tables, chairs, flyers just to name a few. Put as much detail in your plan as possible and wherever you can, let external suppliers do the heavy lifting.
Marquee and party hire providers are a great option if you want to get a lot of the frustrating fundamentals done for you. Delivery of stage, sound and even tables or chairs is a simple phone call away. This will help take the pressure of you and allow you to focus on the finer details to make your event fantastic.
02. Dates are tricky
Now, I am not referring to a romantic date, although those are tricky.
No, I mean the date you choose for your event. This can be one of the most crucial steps to setting up a fantastic event. Pick a date that is both suitable for the majority of your guests and also one that suits those VIP’s. Let’s be honest, getting the Dean of your faculty to the event could be crucial. Get the date sorted earlier and allow plenty of notice to those VIP guests.
03. Don’t be afraid of help
When you are organising an event it can be easy to think the burden lies solely with you as the event manager. It doesn’t have to. Take the pressure off by delegating those smaller tasks to a group of trusted friends. Set up an event committee to help you. This means you can let the smaller things like organising balloons go and focus on the bigger ticket items like organising guest speakers or prizes for the event.
04. Make it known!
You don’t need to be a marketing major to publicise your event. To make sure your next event is fantastic use the channels you have at your disposal to make sure everyone knows about it. This is about more than just sending out the invites early enough. Find a university radio station to talk about your event, use social media groups associated with your university to push the event out.
Look into whether there are any newsletters or community boards on campus you can get the event details into. Better yet, do all of these things. The more you promote your event, the more likely it will exceed even the loftiest of expectations.
05. Don’t be afraid to push
When it comes time to hold your event, one of the biggest issues you may face is external suppliers not being prompt. Don’t be afraid to push external suppliers for absolute commitment. Talk in terms of expectations and ramifications if those expectations aren’t met, they may be lax if they think you are ‘just a student’.
Set clear deadlines and don’t be afraid to push the supplier for commitment. This event could hinge on your ability to get the best out your suppliers.
06. Practice makes perfect
There is a reason just about every person on earth has heard this expression at one point in their lives. It rings true! If you have the opportunity to with guest speakers and any entertainment organise, have a rehearsal. Practice going through your run sheet, checking light and AV equipment. Make sure everything works and that more than one person knows how to get it working.
Any fantastic event is a culmination of many steps in the process. Use these 6 helpful tips to make sure that your next university event is fantastic and has everyone talking.