Event Planning Resources
Thinking about planning a workshop?
Consider these elements as you begin planning
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How many days will your workshop be?
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Who is your target audience?
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What elements will be in your workshop? Think about guest artists, clinics, lectures, performances or showings.
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What will your workshop offer that no other workshop has?
Office Of Educational Outreach
Event Planning
Planning any event takes time, effort and collaboration. The Office of Educational Outreach strives to provide potential students and community members with positive and enlightening experiences on our campus. It’s about more than what they learn – it’s about the whole experience from start to finish.
Every event is different and there’s no prescribed or exact timeline. The resources included here are a general reference and are modified based on an event’s specific needs and details. Each event should have their own personality while maintaining a world-class presentation of Georgia State University and the College of the Arts.
Use these tools to help clarify your plans, establish a timetable, create a budget, coordinate your event, and plan for its success.
Sample Planning Time Line
12+ Months
Envision Your Workshop
Consider your workshop elements - guests? other faculty? lectures? clinics? exhibits or vendors? performances/showings?
Consider your target audience - who? how many?
Consider the length of your workshop - one day? weekend? week - long?
Build Your Expenses
Gather a list of your anticipated expenses and your estimated cost of each item. For more details on expenses, see the budget section.
List Your Suggested Dates & Location
Consider an ideal time of year for the workshop, based upon your target audience.
List 3 or 4 suggested dates. Dates need to be flexible based upon the venue's availability and the Office of Educational Outreach's current workshop schedule. Include the day before your suggested dates for the workshop set up.
List 2 or 3 suggested on-campus venues as ideal locations, based up your workshop elements.
Schedule Your Planning Meeting
Schedule a meeting with Amy Reid in the Office of Educational Outreach to discuss your workshop ideas.
10 to 8 Months
Booking Your Event
The Office of Educational Outreach will confirm your event's date with the venue - you're booked!
Confirm your guest artists' availability.
Confirm any additional faculty, breakout/master class instructors, or hired artists.
Envision Your Schedule
What will your workshop's schedule look like? Determine the ideal length of each session. Consider other elements such as meal times and overnight accommodations.
Finalize Your Budget
After listing all your anticipated expenses and accounting for your anticipated income, OEO will determine your event registration costs.
OEO will also work with university departments to establish your event Speedtype.
Build Your Marketing Material
Write an event description and provide details about each session. Gather your guest and faculty headshots and bios. Remember to write for your target audience!
Build Your Promotional Forums
OEO will generate marketing graphics, a website and registration forms. Proof these forums carefully - oftentimes printed errors cannot be corrected once approved.
8 to 6 Months
Determine Your Guest's Travel
Most guest travel will be booked by OEO through the university. Ensure you, your guest, and OEO are in communication regarding the guest travel arrangements.
Open Your Registration
OEO will begin accepting registrations for your workshop through the online portal.
Account for Your Minors
OEO will provide guidance and policies to ensure that your workshop is in compliance with the Policy for Non-Student Minors On Campus.
Promote Your Event
Share your event frequently. Social Media, email, and the website are powerful marketing tools you can use to spread the word about your workshop.
Schedule Your Next Planning Meeting
Schedule a meeting with Amy Reid in the Office of Educational Outreach to discuss details of your workshop.
6 to 4 Months
Pay Your Guests
Ensure the contact information for all your guests has been sent to OEO. The appropriate payment forms will be sent directly to your guest for them to complete.
Determine Your Presentation Content
Finalize the details of any presentation content. Will you need handouts printed? Do you need supplies or specialty items ordered (folders, music, art supplies, etc).
Talk About Your Tech
Discuss your guests' technology needs and other technology needs for the workshop.
Promote Your Event - Again!
Share your event frequently. Most people need to see information multiple times before they take action on it.
Inform Your Students
Inform your students of any expected participation in the workshop. Include set up dates and the workshop dates in your course syllabus.
4 to 2 Months
Complete Your Minors on Campus Training
Complete your Minors on Campus Training. OEO will provide the training information, if applicable to your workshop.
Gather Your Print Materials
Provide your program information - include font formatting, biographies, dates, times and other information that needs to be included in any programs/schedules/check-in packets.
Promote Your Event - Once More!
Share your event frequently. Review any registrations that have been received. Send personal emails/social media posts to your contacts and specialists in the field.
Schedule Your Next Planning Meeting
Schedule a meeting with Amy Reid in the Office of Educational Outreach to discuss your workshop's progress.
1 Month
Schedule Your Students
Discuss with OEO the best way to ensure your students are scheduled as volunteers and have signed up for the event. Review the list of students to ensure all students have signed up as expected.
Proof Your Prints
Proof your program/handouts/check-in materials carefully and in a timely manner. Materials will be printed 2 weeks prior to the workshop.
Confirm Your Guest Travel
Confirm your guest accommodations are complete. Ensure transportation to and from the airport is arranged.
Check Your Registrations
Reach out to individuals you expected to register that have not completed their registrations. Registrations close 2 weeks prior to your workshop.
Promote Your Event - Last Time!
Share your event. Generally, registrations close 2 weeks prior to the workshop.
Review Your Master Schedule
OEO will provide a detailed master schedule of your workshop. Review it carefully - once approved, changes will not be made.
1 Week
Host Your Guest
Finalize your plans for hosting your guest. Ensure transportation to each venue (airport, hotel, workshop venue) has been arranged. Plan for any meals not included in your workshop. Attend your guest's set up/rehearsal times.
Print Your Handouts
Ensure your presentation handouts are printed.
Set Up Your Event
Attend your workshop's load-in day. Ensure all students are assisting as expected. Confirm all venue setup and equipment needs are correct and available.
Workshop Day
Host Your Workshop
Be available to greet your participants. Provide a welcome announcement, speak at session transitions and create a warm and welcome environment.
Share Your Event
Throughout the day, take time to post about your event on Social Media.
Strike Your Event
Attend workshop load-out. Ensure facilities are re-set and all equipment is returned to the correct locations.
Post Event
Thank Your Guests
Send your guests and venue staff thank you notes for their work with your workshop.
Debrief Your Event
Schedule a meeting with Amy Reid to debrief your event. Be prepared to talk about all aspects - good, bad, and needs improvement.
Contact Your Participants
Reach out to your workshop participants - thank them for coming. Encourage them to continue to engage with Georgia State through other workshops, performances, showings, etc.
Review Your Budget
Attend a budget review with Amy Reid. Generally, most budget reviews will be scheduled in October or November to review all completed events from the calendar year.
Budget
Budgets should include all expected expenses. Provide a list of expected expenses, including:
- Faculty Payments
- Guest Artist Payments
- Travel
- Food
- Graduate Assistant Extra Pay
- Promotional Giveaways (binders, t-shirts, pencils, etc)
- Printing
- Photography
- Facility Rental
- Parking
- Supplies
Budgets should also include all expected sources of income. Provide a list of expected income, including:
- Participant Fees
- Exhibitors/Vendors
- Grants
- Departmental Funding
The Office Of Educational Outreach seeks to create workshops that are fully self-funded and should not rely on departmental funding or yearly grants. A balanced budget covers all the associated expenses and can sustain growth and financial stability.