Welcome to the essential guide for bringing your event to life! In this guide, you will learn how to define your event’s goals and be guided through every necessary step to plan a successful event.
Step-by-Step Guide
The step-by-step guide below is for Northland faculty and staff organizing Northland-supported events. If you ever need assistance, please don’t hesitate to reach out to the Marketing and Communications team.
STEP #1
Define your goals and purpose.
Preferred lead time: 4 months
When planning your event, consider its purpose and the overall goal you want to achieve. Think about the outcomes you hope for and identify your ideal target audience. Determining these goals is an important step in the early planning process and should guide your decisions for the following steps.
Not Sure? Visit our Pre-planning Guide for Basic Questions you should consider prior to starting your event request.
STEP #2
Choose your event date and time carefully.
Preferred lead time: 4 months
It’s really important to consider the date and time for your event because it sets the stage for everything else. Make sure to think about whether your chosen date might conflict with major college events like Student Orientation or Commencement, or public holidays. It’s also a good idea to refer to the Academic Calendar to confirm. Doing so will help ensure that your event doesn’t create scheduling conflicts for your intended audience and that you have access to all the necessary resources.
Not Sure? Visit the College Events Calendar and Academic Calendar to find the dates to avoid. And don’t forget to check out our Best Practices for Selecting Event Dates page for helpful tips.
STEP #3
Select and reserve your campus space, facilities, and technology requirements.
Preferred lead time: 2-4 months (or as soon as you’ve finalized your event date and time)
Now that you have all the details figured out for your event, the next step is to complete the Campus Event Request form. This form seeks approval from your supervisor. Once approved, it will be automatically forwarded to the Director of Facilities to confirm space and staff availability, and then to the Room Scheduler for space reservation and any necessary facility and technology setup requests.
ATTENTION: Once your event is approved, you can proceed to the next steps.
STEP #4
Promote your event.
Preferred lead time: 2-4 months
Once your event is approved, the Marketing & Communications team will automatically receive a notification, and they will then contact you to begin planning the promotion of your event. If necessary, they will set up a meeting with you to discuss your vision and goals for the event. During this meeting, you can elaborate on your event objectives, target audience, and any other important details required for effective promotion.
It’s best to give the Marketing & Communications team at least eight to twelve weeks lead time for thorough planning and promotion. This timeframe allows for the creation and delivery of any necessary materials, such as event giveaways, printed invitations, signage, etc. Most importantly, it gives attendees enough time to plan to attend your event. If your request is submitted in less than this timeframe, we cannot guarantee delivery of all products or services, but we will do our best to provide some level of promotional support.
Optional
Complete the marketing pre-planning questionnaire.
We are excited to support you in planning your marketing strategy! To make the most of your upcoming meeting with the Marketing & Communications team, we kindly ask you to complete this questionnaire form beforehand. This form covers key questions to be discussed during the meeting and will enable us to tailor our services to your event. For optimal results, please submit the form at least six weeks prior to your event. Giving us this lead time will ensure that the Marketing & Communications team can effectively publicize your event and deliver the best possible marketing support.
Promote your event on the events calendar.
Post your event on the public events calendar now, or Marketing & Communications can post it after the marketing planning meeting.
STEP #5
Order food and beverages.
Preferred lead time: 1-2 months
Dining Services offers a variety of catering options, such as coffee and donuts, box lunches, and full formal meals. Once your event has been approved, you can submit your food requests by completing the Catering Request Form. Upon receiving your request, Dining Services will email you menu options. Please take into account the dietary requirements of your guests.
It’s best to place food orders as early as possible, but at least five weeks before your event to allow time for Dining Services to assemble the order, send you a proposal, adjust the menu and details, confirm the event, order food from vendors, and schedule the appropriate staff. Even if your event seems simple or small, it still requires time and coordination to fit into the overall production schedule.
ATTENTION: A final guest count is due to Dining Services 10 business days before the event.
STEP #6
Execute your event.
The day is here! With proper planning, the day of the event can run smoothly! Share the event plans with the team well in advance to ensure everyone understands their roles on the day of the event so that the event organizer can address any last-minute issues.
STEP #7
Debrief your event.
Within 1 month of your event
Don’t forget to debrief as soon as possible after your event. This important step offers an opportunity to collect information that can be used to improve future events. You may also want to survey event attendees for feedback when applicable.
Evaluating the Event. Your post-event evaluation is a way for you to assess the planning process, the actual event, and your overall return on investment. Look back at the event goals to determine if they were met. Determine if the event was smooth logistically—note what worked, what didn’t work, and how it could be improved. Get feedback from guests and vendors on their experience at the event.
Saying Thank You. Send thank-you cards or emails to sponsors, event staff, special guests, and others who helped ensure the event’s success.