Event Planning Workshop

Today, for my public relations position at WGUR 88.9 FM, I thought it would be a good idea for my PR team and I to attend an event planning workshop put on by the GIVE Pacesetters program here at Georgia College. Although I worked all summer doing special events, it is easy to forget some really key elements when planning events, especially when they have to be coordinated and approved on campus. I also realized that many of the people working on my team this semester are freshmen or sophomores and don't have any experience at all.

We were introduced to many important people on campus that are necessary to communicate with before putting on an event. We learned the importance of reserving campus space for an event through R25, catering policies and contracts with Sodexo, technology and equipment that is available to use for free on campus such as projectors and speakers, and the table reservation and flyer approval processes. I was glad to have one meeting where all of this information was consolidated and my whole team could see how much pre-planning goes into events.

We talked about the importance of the RACE method of planning events. R is for research. What are other organizations planning? What are the rules and regulations for doing such an event? How have similar events worked out for others in the past? A is for action. Planning ahead and making reservations for space, tables, equipment, etc. way in advance. Putting together a team of people who can bring all the loose ends together to pull it off. The event industry is action oriented and you've got to have a game plan. C is for communication. How are you going to communicate with the public about your event? How are you going to promote it? What are the best ways to reach the audience you're targeting? And E is for evaluation. Keep a list of things you need to improve upon for your next event. Take a survey of those who participated and see what they thought your strengths and weaknesses were. Survey your team members and see if there is a way to make the process easier for all of you.

As someone who has worked with events before, none of this information was new to me, but it was a great reminder to stay on top of things and think far enough ahead that you don't find yourself in a bind at the last minute.

I'm excited for my PR team to work with me and for us to all learn and grow together this year. Be watching out for some great events compliments of your student radio station, WGUR 88.9 FM!