Rather it is a welcome back to campus party, a day of community service, or a seminar aimed at getting college students prepared for the real world, a group of people are behind preparing the event and the next one could be your organization. The key to success in putting together any successful event is remembering your P’s. Here’s 5 P’s that will produce a very prosperous event on campus, you can see them below.
No idea is a bad idea, plan for everything.
Your idea for an event will not happen if you think it can’t happen. Write out your thoughts and ideas. Take time to think on them and write out various options. The most important detail to ponder on is the purpose of planning. Why do you want to have the event? Who is benefitting from it? What will participants walk away with? If the event has no purpose to it then there is no reason to plan.
Your planning should include backup plans for location, responsibilities for those working the event, dates, times, and cost. Planning takes time and successful events should not be rushed. The more time you have to plan the better.
Try working on your process.
Pull out your calendar and let’s get organized.
One person should not do everything. One person should not take on to many tasks at the same time either. Putting on events is a process so the task should be planned out in how they will get accomplished. Write out all that needs to be done. After you have compiled that list write out all who is working with you on the event.
Task should also be scheduled out so nothing is overlapping giving you time to complete everything in a decent order. Assign tasks to responsible individuals. Color-code each task with top priority, medium priority, and low priority. Make sure those top priority tasks are not placed on your calendar close to the date of the event. The process is made easy when you’re prompt.
Be prompt.
To be prompt is the difference from starting on time to an event beginning in chaos. Events should not be evaluated with leaders under stress. The day of an event should be smooth and have everyone in position. When you move promptly in making sure every task is completed, everyone is in order, and everyone is aware of what they are supposed to do, then everything works out.
One person messing up a task can throw a whole event off track. For example a person is assigned to make sure the doors are unlocked at 3:30 p.m. and set up for the event begins at 4:00 p.m. The doors are unlocked at 4:30 p.m. because the person is late. That throws set up off and the event doesn’t start on time. Everyone must move promptly for the event to run smoothly.
Precaution ensures that everyone is safe.
You have to check to make sure no one is in danger while attending your event. Will money be taken up? Will an advisor need to be present? Do you need to reserve security for the event? How many people can occupy the room? Is there any certifications you need for the activities taking place? These are questions that need answers and if you don’t know the answers you need to find someone that does.
Partnership can help save you money and give you resources.
It’s a great feeling to say that you put on a successful event but there are resources out there that will love to help you. Connect to offices on campus that relate to your event. Does your event deal with first year students? Check into ways that the office of First Year Students can help with your event. Does your event deal with academic success? Check into the possibilities of the department of Academic Affairs helping you out.
If you talk to people, there could be sponsorships available to help with the many cost of your event. Partnerships make events better and can help cut down on the costs for you and your organization. If you make these P’s a priority then your destined for greatness.
Ready for college but not sure what to expect, or even bring? Before you say goodbye to your parents and friends, check out this ultimate guide to surviving your first year in college, and in particular at the country’s 107 historically black colleges and universities (HBCUs). We created the #HBCUFreshmanBible to help build a bridge for students to make a successful transition from high school to black colleges, you can read more here.
