Sample Planning & Execution Timelines

Based on staffing models, we’ve developed two sample timelines that will ensure your event/program goes off without a hitch! Please note that every event/program is unique, and based on your event/program’s logistical needs, these timelines may not be accurate. If you are ever in doubt, err on the side of caution and start the planning process as early as possible. Remember, your student programming fellow has your back – contact them at any point in the planning process for advice!

Timeline 1: Large-Scale and Late-Night Social Events

Large-Scale: 6-8 weeks before event/program date
Late-Night Social: 4-6 weeks before event/program date

  • Start discussing the event/program with other members of your club.
  • Determine date, location, and time
  • Submit a space reservation request to the Event Management System (EMS – events.bates.edu).
  • Start working on a budget for your event/program. This should take into account:
    • Materials needed (decorations and other supplies).
    • Facility Services set-up needs, including moving of major objects, stage construction, and barrier construction.
    • Production needs, including sound and lighting.
      • HPA Productions is our typical partner for campus events; you can get in touch with Greg Keneborus at gregspha@gmail.com for a quote. Note that for Late-Night Social Events, HPA’s services may not be necessary.
    • Talent – such as artist, performer, speaker, etc. All will have a fee, called a guarantee, and some may require covering of additional expenses such as food, travel, lodging, and backline (musical equipment that an artist does not travel with, and will have to be rented from HPA or other companies).
      • For more information on interacting with talent and contract negotiation, see the Club Handbook.
    • Harm reduction needs – such as food and water.
    • Marketing needs – print advertising costs money. Contact Post and Print at postandprint@bates.edu for a quote on what your specific job would cost.
    • Staffing needs – including event staff, security, and facility services personnel. Note for the 2018-19 academic year, Campus Life will transfer the necessary funds to your account to cover these costs.
  • Determine if the total anticipated cost of your event/program is feasible based on what is currently in your club account (for more information on this, see the Club Handbook).
    • If the cost exceeds your funds on hand, identify additional funding sources for your event/program before committing to the event/program. When interacting with any of the entities above, a financial commitment should only be made when the funds needed are in your club account. To see funding sources that are available for clubs, please visit the Student Initiative Funding page.
    • External funding sources, in general, should not pay for aspects of your event/program directly – they should initiate a funds transfer to your club account, and all expenses should be paid from your club account.
  • Have your first meeting with your student programming fellow, coming prepared to talk about all of the above.
    • After your meeting, the director or coordinator will review the event/program details and approve the space for your event.

 

Large-Scale: 4-6 weeks before event/program date
Late-Night Social: 3 weeks before event/program date

  • Continue meeting with your student programming fellow, if necessary.
  • Continue working with funding sources, if necessary, to fully gather funds needed to execute your event/program.
  • Finalize budget for your event/program, and work with the director or coordinator to finalize needed contracts.
  • Begin working on marketing materials for your event/program. Formats to consider include:
    • Napkin holders in Commons and the Den.
    • Paper flyers or posters (common sizes are 8.5×11”, 11×17” or 24×36”).
    • Digital signage (should be a .PNG or .JPG that is 1920 x 1080 pixels).
    • Social media.
    • Club Google Group.
    • Bates Today.
    • See the Club Handbook for more information.
  • Get your club members hyped up for the event/program!

 

Large-Scale: 2-3 weeks before event/program date
Late-Night Social: 2 weeks before event/program date

  • Launch marketing for the event/program.
  • Create “day of” schedule for your club members to sign up for shifts to assist. Consider:
    • Set-up tasks and time it will take to set up.
    • Tasks that will need to take place during your event.
    • Clean-up tasks and time it will take to clean up.
  • Once completed, communicate “day of” schedule to club members and ask for sign ups.
  • If using Bates Dining to cater your event/program, place your order via the Catering Request Form.
  • Continue to track event/program expenses.

 

1 week before event/program date

  • Place orders for food (other than Bates Dining).
  • Purchase materials and supplies needed.
  • Check in with club members who have signed up for shifts to communicate specific responsibilities and ensure they understand the scope of what they signed up for.
  • Make a last marketing push.
  • If your event/program involves talent that has required they receive their check on site, make arrangements to pick up their check from Accounting.
    • Accounting, located in Lane Hall 221, cuts checks on Thursdays, and will have them available for pick-up on Friday mornings.
  • Look for an Event Bulletin from the director or coordinator in your email inbox, which will communicate roles and expectations of all parties involved in staffing your event/program.

 

Day of event/program

  • Arrive at the agreed-upon time for set-up and coordinate with club members to get things ready for event/program start.
  • The event staff will arrive on site approximately 45 minutes prior to event/program start time. Set-up should be completed by this point.
  • Attend the T-30 Meeting, which will occur 30 minutes prior to the start time of your event/program, and involve all individuals in lead roles for their functional areas. This meeting is intended to inform/remind everyone staffing the event what their role is for the duration of the event/program and what the general flow of the event/program entails. If some details are not clear or are incorrect, this is your chance to correct them before your event/program starts.
    • Please note that the T-30 Meeting is required to be attended by the event/program planner – if they are not in attendance, your event start time will be delayed accordingly.
  • During your event/program, ensure that tasks are being completed appropriately.
  • After your event/program, attend the event debrief and provide input.
  • In conjunction with other club members, assist Facility Services staff with clean-up as necessary.

 

After event/program date

  • Complete an Event/Program Survey to assist Campus Life with assessment of student events.

Timeline 2: Wind Down Weekends (21+) Events

3-4 weeks before event/program date

  • Start discussing the event/program with other members of your club.
    • Identify a member of your club age 21 or older to serve as the event/program planner.
  • Determine date, location, and time
  • Submit a space reservation request to the Event Management System (EMS – events.bates.edu).
  • Start working on a budget for your event/program. This should take into account:
    • Materials needed (decorations and other supplies).
    • Facility Services set-up needs, including moving of major objects, stage construction, and barrier construction.
    • Production needs, including sound and lighting.
    • Marketing needs – print advertising costs money. Contact Post and Print at postandprint@bates.edu for a quote on what your specific job would cost.
    • Clubs or organizations approved for Wind Down Weekends funding will have costs related to alcohol, harm reduction food, and beverages covered. All other program costs, including staffing, will remain the responsibility of the club or organization. Note that for the 2018-19 academic year, Campus Life will transfer the necessary funds to cover the cost of staffing to the club or organization’s account. If an individual not affiliated with a club or organization is sponsoring an event, additional funds may be available to cover remaining programming costs.
  • Determine if the anticipated cost of your event/program is feasible based on what is currently in your club account (for more information on this, see the Club Handbook).
    • If the cost exceeds your funds on hand, identify additional funding sources for your event/program before committing to the event/program. When interacting with any of the entities above, a financial commitment should only be made when the funds needed are in your club account. To see funding sources that are available for clubs, please visit the Student Initiative Funding page.
  • Submit a Wind Down Weekends request.
  • Have your first meeting with your student programming fellow, coming prepared to talk about all of the above.
    • After your meeting, the director or coordinator will review the event/program details and approve the space for your event/program.

 

2 weeks before event/program date

  • Continue meeting with your SPF(s) if necessary.
  • Continue working with funding sources, if necessary, to fully gather funds needed to execute your event/program.
  • Finalize budget for your event/program.
  • If using Bates Dining to cater your event/program, place your order via the Catering Request Form.
  • Begin working on marketing materials for your event/program. Formats to consider include:
    • Napkin holders in Commons and the Den.
    • Paper flyers or posters (common sizes are 8.5×11”, 11×17” or 24×36”).
    • Digital signage (should be a .PNG or .JPG that is 1920 x 1080 pixels).
    • Social media.
    • Club Google Group.
    • Bates Today.
    • See the Club Handbook for more information.
  • Create “day of” schedule for your club members to sign up for shifts to assist. Consider:
    • Set-up tasks and time it will take to set up.
    • Tasks that will need to take place during your event.
    • Clean-up tasks and time it will take to clean up.
  • Once completed, communicate “day of” schedule to club members and ask for sign ups.

 

1 week before event/program date

  • Launch marketing for the event/program.
  • Place orders for food (other than Bates Dining).
  • Purchase materials and supplies needed.
  • Check in with club members who have signed up for shifts to communicate specific responsibilities and ensure they understand the scope of what they signed up for.
  • Make a last marketing push.
  • Look for an Event Bulletin from the director or coordinator in your email inbox, which will communicate roles and expectations of all parties involved in staffing your event/program.

 

Day of event/program

  • Arrive at the agreed-upon time for set-up and coordinate with club members to get things ready for event/program start.
  • The event staff will arrive on site approximately 45 minutes prior to event/program start time. Set-up should be completed by this point.
  • Attend the T-30 Meeting, which will occur 30 minutes prior to the start time of your event/program, and involve all individuals in lead roles for their functional areas. This meeting is intended to inform/remind everyone staffing the event what their role is for the duration of the event/program and what the general flow of the event/program entails. If some details are not clear or are incorrect, this is your chance to correct them before your event/program starts.
    • Please note that the T-30 Meeting is required to be attended by the event/program planner – if they are not in attendance, the event start time will be delayed accordingly.
  • During your event/program, ensure that tasks are being completed appropriately.
  • After your event/program, attend the event debrief and provide input.
  • After your event/program, in conjunction with other club members, assist Facility Services staff with clean-up as necessary.

 

After event/program date

  • Complete an Event/Program Survey to assist Campus Life with assessment of student events.