A Great Checklist to Plan New and Recurring Events
A Month in Advance
- Is there a current need or interest?
- Has a similar event been held in the past? Research it. Research similar organizations as well.
- What kind of event are you looking to plan? Decide on its purpose. Visibility? Awareness? Fundraiser?¨Celebration?
- Pick a cause. What is the goal of this event? How does it relate to the NUWC? If funds are being collected, where are they going?
- Could this be an event to partner up with another organization or club? Contact possibilities asap.
- Pick a name. Something short and catchy is always best.
- Pick an event leader. This person will be in charge of all the details of the event.
- Pick a date.
- Pick a time.
- Will the event be campus or community-wide?
- Pick a location. For on-campus bookings fill out the form at: http://www.nipissingu.ca/administration/bookingspace.asp. You will receive a confirmation email to say your request was received. Your booking is not processed until you get a second reply saying so. If you're looking to book off-campus, get everything in writing. Also, make sure directions will be simple and clear.
- Is attendance open or restricted to students?
- Estimate an attendance.
- Make tickets if these need to be sold in advance.
- Plan a budget. Request quotes at this time if necessary.
- Develop a marketing strategy.
- Develop a planning schedule. Have all organizers/helpers check in regularly (most likely at the General Meetings) with updates.
- If necessary, contacts VIPs and speakers.
2-Weeks in Advance
- Confirm location.
- Start marketing. Put out posters, ads, send out an e-mail to the mailing list, create an event page on Facebook, etc. If you'd like to advertise on the TVs on campus, contact Christine Ferguson (x.4320). If you're looking to put an ad out in the local media, contact Bob Pipe (x.4528) with any media releases.
- Make any purchases that may need to be made in advance.
- Start selling tickets. Have a float ready.
- If needed, sign up volounteers.
- If needed, order catering. Try to consider special dietary needs, allergies, etc. If on campus, contact ARAMARK: http://www.campusdish.com/en-us/CA/NipissingCanadore.
- Make an event schedule.
- Check up on progress.
The Week Of
- Check up with VIPs and speakers.
- Throw in some classroom announcements.
- Confirm catering.
- Prepare any needed signage. So people can actually get to the venue.
- Confirm the event schedule.
- Designate a photographer (or 2) for the day of the event.
- If needed, train volounteers.
- Check up on progress.
The Day Before
- Do a mental run-through of the event schedule. If necessary, make and note any slight changes.
- Make any small, last minute purchases.
- Post any signage.
- Make sure all people involved have what they need and know where they are to be when to do what.
The Day Of
- Arrive early to setup.
- The event leader is to make sure plans go well. This person is to be contacted if there are any issues or problems.
- Have gift of appreciation for speakers on hand.
- Thank everyone.
- Make sure to clean up right after the event.
At the Following General Meeting
- Again, thank all organizers, volounteers, speakers, etc.
- If a fundraiser, tally the funds and publish the amount raised in the Meeting Minutes. Get the money to its destination (the sooner, the better).
- Evaluate the event. Was it a success? Were there some problems? What can be improved?
- Leave notes for future Executives.
- Is there a current need or interest?
- Has a similar event been held in the past? Research it. Research similar organizations as well.
- What kind of event are you looking to plan? Decide on its purpose. Visibility? Awareness? Fundraiser?¨Celebration?
- Pick a cause. What is the goal of this event? How does it relate to the NUWC? If funds are being collected, where are they going?
- Could this be an event to partner up with another organization or club? Contact possibilities asap.
- Pick a name. Something short and catchy is always best.
- Pick an event leader. This person will be in charge of all the details of the event.
- Pick a date.
- Pick a time.
- Will the event be campus or community-wide?
- Pick a location. For on-campus bookings fill out the form at: http://www.nipissingu.ca/administration/bookingspace.asp. You will receive a confirmation email to say your request was received. Your booking is not processed until you get a second reply saying so. If you're looking to book off-campus, get everything in writing. Also, make sure directions will be simple and clear.
- Is attendance open or restricted to students?
- Estimate an attendance.
- Make tickets if these need to be sold in advance.
- Plan a budget. Request quotes at this time if necessary.
- Develop a marketing strategy.
- Develop a planning schedule. Have all organizers/helpers check in regularly (most likely at the General Meetings) with updates.
- If necessary, contacts VIPs and speakers.
2-Weeks in Advance
- Confirm location.
- Start marketing. Put out posters, ads, send out an e-mail to the mailing list, create an event page on Facebook, etc. If you'd like to advertise on the TVs on campus, contact Christine Ferguson (x.4320). If you're looking to put an ad out in the local media, contact Bob Pipe (x.4528) with any media releases.
- Make any purchases that may need to be made in advance.
- Start selling tickets. Have a float ready.
- If needed, sign up volounteers.
- If needed, order catering. Try to consider special dietary needs, allergies, etc. If on campus, contact ARAMARK: http://www.campusdish.com/en-us/CA/NipissingCanadore.
- Make an event schedule.
- Check up on progress.
The Week Of
- Check up with VIPs and speakers.
- Throw in some classroom announcements.
- Confirm catering.
- Prepare any needed signage. So people can actually get to the venue.
- Confirm the event schedule.
- Designate a photographer (or 2) for the day of the event.
- If needed, train volounteers.
- Check up on progress.
The Day Before
- Do a mental run-through of the event schedule. If necessary, make and note any slight changes.
- Make any small, last minute purchases.
- Post any signage.
- Make sure all people involved have what they need and know where they are to be when to do what.
The Day Of
- Arrive early to setup.
- The event leader is to make sure plans go well. This person is to be contacted if there are any issues or problems.
- Have gift of appreciation for speakers on hand.
- Thank everyone.
- Make sure to clean up right after the event.
At the Following General Meeting
- Again, thank all organizers, volounteers, speakers, etc.
- If a fundraiser, tally the funds and publish the amount raised in the Meeting Minutes. Get the money to its destination (the sooner, the better).
- Evaluate the event. Was it a success? Were there some problems? What can be improved?
- Leave notes for future Executives.
Notes on Past Events
New Student Orientation (NSO)
*Note: This event is usually already booked for you by the outgoing Executives. However, it is good to just double check.
- In May, confirm you have a table with [email protected].
- Also, confirm the time and dates (usually in July) for the Information Fair.
- Prepare your poster board in advance. Highlight the NUWC's goals and some of its events. If you have pamphlets, bring them with you to give out at the table.
- Prepare a prize pack in advance. Get some goods that will attract first year students to your table. You'll also need to make ballots in advance. Make sure the ask for the Name and E-mail Address.
Club Dazes
- Sometime in the first week back to classes (in September & January), contact your VP Internal to reserve a table for this week.
- Get volounteers to sign up to sit down at the table about at least a week in advance.
- Make sure your poster board is ready.
- Distribute any available material (pamphlets, postcards, condoms,etc).
- If available, distribute copies of the latest Our Voice.
Meet & Greet
- Pick a date & time all Executive are available for about 4 hours.
- You want to direct people towards the NUWC. Hence, why it is usually held in the NUWC (or just outside of it).
- Have fun with this event. Don't make it too serious.
- Always cater. Food = people.
- Play some music.
Dance Party
- Pick a date, time and cause first.
- Book a venue asap. Your best bet is Underground. However, you will really have to make sure attendees know how to get there. You could also look into booking out The Wall and/or other halls as well.
- Decide beforehand if the event will be 19+. If needed, get a license.
- Provide great music.
- If needed, get volounteers.
- Advertise! (If the event is off-campus, make sure directions are clear. Test them out with a friend for fun.)
Take Back the Night
- Always look at how this event has been done in the past first.
- Pick a date & time.
- Make an event schedule.
- Contact the City of North Bay.
1) To ask if a police escort, a parade permit and a road closure are needed, contact:
Catherine Conrad, A.M.C.T.
City Clerk
The Corporation of the City of North Bay
PO Box 360
200 McIntyre Street East
NORTH BAY, ON P1B 8H8
Tel: (705) 474-0626, ext. 2510
Fax: (705) 495-4353
[email protected]
*Note: 2009 - Advised to have/obtained a parade permit and road closure. Police escort not required.
2) For road closure, contact:
Patricia Buffet, A.M.C.T.
Administrative Assistant
Engineering & Environmental Services
6F, 200 McIntyre St. E
North Bay, ON P1B 8H8
Telephone: 705-474-0626 ext.2320
3) To obtain parade permit, fill in the Form-Parade Permit at Examples & Templates and then, forward it to:
Wendy Leroy
Traffic Section
North Bay Police Service
135 Princess Street West
P.O. Box 717
North Bay, ON P1B 8J8
Tel: 497-5565
Fax: 497-5599
- Work with Bob Pipe on a media release.
- Make sure there are working batteries in the megaphone.
- Look into the possibility of booking a bus to get all the students Downtown.
- WALK SLOWLY. There is no need to rush this event.
- Its nice to end with a potluck but it can get messy trying to get the right plates back to people.
December 6th Vigil
- The NUWC has a box full of must-haves for this event. Go through it before making any new purchases.
- Contact possible speakers and musicians in advance.
- Some powerpoints can be reused, they just need to be revamped.
- The event is open to the public. Send a special invitation to students, teachers, nurses, paramedics, police officers, fire fighters, etc. This vigil is beneficial to all of those who were and continue to be affected.
Bath Tub Project
- Pick a week for this project WAY in advance.
- Contact the list of organizations that receive the bags to update their contact information.
- Contact local businesses (pharmacies, grocery stores, dental offices, etc) in advance for donations.
- Plan this event with the Residence Council. They do the drives specifically in the residences.
- Remember to ask for bag donations as well.
- Stress that hygienic products must me unopened and unused.
Fantasia Party
- Contact a professional representative first.
- With them, decide on a date and time.
- You will need to sell tickets for this event in order to make any money. Decide on an amount early on.
- Try to have a serious/educational workshop paired with this event.
Movie Screenings- Pick a theme.
- Pick an appropriate movie.
- Pick a date. Usually 6:30pm-7:00pm starts are the best.
- Advertise with posters.
- Make it FREE or ask for a non-perishable food item for the Student Food Bank.
- Look at selling concessions (popcorn, candy apples, juice, pop, etc) for additional donations for the Student Food Bank.
*Note: This event is usually already booked for you by the outgoing Executives. However, it is good to just double check.
- In May, confirm you have a table with [email protected].
- Also, confirm the time and dates (usually in July) for the Information Fair.
- Prepare your poster board in advance. Highlight the NUWC's goals and some of its events. If you have pamphlets, bring them with you to give out at the table.
- Prepare a prize pack in advance. Get some goods that will attract first year students to your table. You'll also need to make ballots in advance. Make sure the ask for the Name and E-mail Address.
Club Dazes
- Sometime in the first week back to classes (in September & January), contact your VP Internal to reserve a table for this week.
- Get volounteers to sign up to sit down at the table about at least a week in advance.
- Make sure your poster board is ready.
- Distribute any available material (pamphlets, postcards, condoms,etc).
- If available, distribute copies of the latest Our Voice.
Meet & Greet
- Pick a date & time all Executive are available for about 4 hours.
- You want to direct people towards the NUWC. Hence, why it is usually held in the NUWC (or just outside of it).
- Have fun with this event. Don't make it too serious.
- Always cater. Food = people.
- Play some music.
Dance Party
- Pick a date, time and cause first.
- Book a venue asap. Your best bet is Underground. However, you will really have to make sure attendees know how to get there. You could also look into booking out The Wall and/or other halls as well.
- Decide beforehand if the event will be 19+. If needed, get a license.
- Provide great music.
- If needed, get volounteers.
- Advertise! (If the event is off-campus, make sure directions are clear. Test them out with a friend for fun.)
Take Back the Night
- Always look at how this event has been done in the past first.
- Pick a date & time.
- Make an event schedule.
- Contact the City of North Bay.
1) To ask if a police escort, a parade permit and a road closure are needed, contact:
Catherine Conrad, A.M.C.T.
City Clerk
The Corporation of the City of North Bay
PO Box 360
200 McIntyre Street East
NORTH BAY, ON P1B 8H8
Tel: (705) 474-0626, ext. 2510
Fax: (705) 495-4353
[email protected]
*Note: 2009 - Advised to have/obtained a parade permit and road closure. Police escort not required.
2) For road closure, contact:
Patricia Buffet, A.M.C.T.
Administrative Assistant
Engineering & Environmental Services
6F, 200 McIntyre St. E
North Bay, ON P1B 8H8
Telephone: 705-474-0626 ext.2320
3) To obtain parade permit, fill in the Form-Parade Permit at Examples & Templates and then, forward it to:
Wendy Leroy
Traffic Section
North Bay Police Service
135 Princess Street West
P.O. Box 717
North Bay, ON P1B 8J8
Tel: 497-5565
Fax: 497-5599
- Work with Bob Pipe on a media release.
- Make sure there are working batteries in the megaphone.
- Look into the possibility of booking a bus to get all the students Downtown.
- WALK SLOWLY. There is no need to rush this event.
- Its nice to end with a potluck but it can get messy trying to get the right plates back to people.
December 6th Vigil
- The NUWC has a box full of must-haves for this event. Go through it before making any new purchases.
- Contact possible speakers and musicians in advance.
- Some powerpoints can be reused, they just need to be revamped.
- The event is open to the public. Send a special invitation to students, teachers, nurses, paramedics, police officers, fire fighters, etc. This vigil is beneficial to all of those who were and continue to be affected.
Bath Tub Project
- Pick a week for this project WAY in advance.
- Contact the list of organizations that receive the bags to update their contact information.
- Contact local businesses (pharmacies, grocery stores, dental offices, etc) in advance for donations.
- Plan this event with the Residence Council. They do the drives specifically in the residences.
- Remember to ask for bag donations as well.
- Stress that hygienic products must me unopened and unused.
Fantasia Party
- Contact a professional representative first.
- With them, decide on a date and time.
- You will need to sell tickets for this event in order to make any money. Decide on an amount early on.
- Try to have a serious/educational workshop paired with this event.
Movie Screenings- Pick a theme.
- Pick an appropriate movie.
- Pick a date. Usually 6:30pm-7:00pm starts are the best.
- Advertise with posters.
- Make it FREE or ask for a non-perishable food item for the Student Food Bank.
- Look at selling concessions (popcorn, candy apples, juice, pop, etc) for additional donations for the Student Food Bank.