Buzz on Georgia Tech's Campus
Every event, no matter how simple or intricate, requires advance planning and organization. Refer to our step-by-step guide below and utilize the following resources to help you develop an approach and style that works best for you and your needs.
Step 1 - Download the Event Management Checklist
When planning a Georgia Tech event, all event planners should reference this tool prior to initiating their event. Please note, this checklist should be used as a starting point; planners may find they need to modify many items within this document to fulfill their unique needs. Utilizing this resource, you should first:
- Determine your purpose and goals
- Set a budget
- Determine your audience and anticipated VIPs
Step 2 - Select a Date, Time, and Location for the Event
- Select a date and time, consulting the following to determine potential date conflicts
- Georgia Tech’s Campus Calendar
- Registrar’s Academic Calendar
- Religious calendar resources
- Research and select a venue
Step 3 - Ensure your VIPs are Available for Your Proposed Date
- If you wish to have a member of the Carnegie Executive Team participate in any way, you must fill out the following Carnegie Executive Request Form which we encourage you to complete no later than eight weeks prior to your event. All requests will be considered, but are subject to approval by Carnegie staff members. You will receive a notification within two to three business days if your proposed request has been approved. Once approved, planners will need to submit an Event Details form no later than five weeks prior to their event and a completed Run of Show within three days of the event to the appropriate Carnegie contact.
- Consult Standards and Protocol for questions related to VIP management.
Step 4 – Coordinate Campus Resources and External Vendor Needs
- Select your caterer
- Consult our campus resources to coordinate with appropriate contacts
- Determine any audio-visual needs
- Confirm parking and transportation needs
Step 5 – Ensure the Safety of Your Guests
- Review our public safety guidelines
- Coordinate any special needs requests with the appropriate contacts
Step 6 – Determine Entertainment Elements
- Research entertainment options at Georgia Tech
- Promote environmentally friendly alternatives by incorporating components of a green event
Step 7 – Compile Collateral Pieces
- If you have not already done so, complete an Event Details form and submit to a Carnegie representative, if applicable, or to other appropriate contacts
- Begin creating your Run of Show, due three days prior to your event
- Create invitations and promotional materials following the appropriate branding and usage guidelines
Step 8 - Promote Your Event
- Review suggestions for promoting your event on campus
Step 9 – Evaluate Your Event and Plan for the Future
- Convene a committee and ask yourselves what went well and what challenges you faced
- Consider sending a post-event survey to participants/volunteers to gather additional data
- Complete a post-event evaluation to record your ideas and lessons learned
- Update any web information to reflect the event’s conclusion or new dates