Hosting an Event – What it entails

Many people go to all of the events that are held here at the University of West Florida but they don’t understand the hard work that goes into planning and hosting an event on campus. This requires a great deal of work and you have to make sure that your vision is understood so that your plan can be executed perfectly by your team and the organization that is assisting you. There are many steps that you must follow for your event to be successful and this rubric will help you insure this.

Create a team: Make a team of individuals with the same mindset and goal as you, and who are willing to be creative and innovative.

Set a Date: You and the team that you have constructed must come up with a date that is convenient for the majority of those involved and the students. This is very important because the students have exams to study for and many students are involved in other organizations and sororities, so you have to insure the date is one that will fit the majority of the student’s schedules.

Appointment: First impressions are everything for many people and the idea that you have for an event on a University Campus may be great but you must get the approval of management. To reserve a spot on the campus of the University of West Florida you have to present your idea to the building managers of the University commons. The managers will decide whether they will approve your event or not, so you have to prove that your event follows the standards of the University and won’t cause any disturbance.

Location: The location is something that very few people may think about but in many cases, this could be the single most important thing because if the location of the event is attractable for those that were invited as well as those that weren’t that’s a bonus. When trying to choose a location, you must consider the number of people that will be able to view the event and attend.

Promotion: Marketing the event is very imperative you and the team that you have created must decide how you will promote the event. With the emergence of social media makes promotion much easier but the traditional method of passing out flyers is very useful. It gives individuals something physical that may cause them to attend the event because it’s convenient for them at that time. Nobody wants to host an event that doesn’t have anyone show up, so out of all the steps this may take the most work but it will pay off for you in the end.

Music: The music is something that isn’t a necessity but it is another way to attract students and will keep the spirits of the participants up. You must ensure that the music is generic and suitable for all audiences.

Activities: You and your team have to think of activities that will keep the participants occupied and interested while the event is going on. Many contests can occupy the participants but choosing an activity that everyone is familiar with would be the best option which should make the participants enjoy themselves while at the event.

Food: Make sure you have food that most are familiar with. The university is filled with diversity which you must always remember.

Time: Choose a time that is convenient for most students.

Survey: You can issue some surveys to see what you can improve upon for your next event.

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