Running a college event is a massive undertaking. On campus, events come in various forms and sizes to accommodate various demographics. It also requires a lot of time, work, and money.
Despite being a challenging task, planning a college can help you obtain the necessary experience to be recognized as a leader, which will look excellent on a resume. You will establish genuine connections and foster bonds with new clients and partners.
Below are five recommendations for planning a college event like a pro.
1. Choose Your Event
Before you can do anything else, it’s critical to understand the aims and purposes of the event you’re trying to put together. Ask yourself why you are staging this event and what you intend to accomplish. Are you attempting to solicit contributions for your next project or generate awareness for a particular cause? Do you want to draw 10 or 1000 people?
Once you’ve determined your objectives and expectations, you may decide what kind of event will appeal to your target audience. Your team will have an easier time ensuring that you meet your goals if you set them with quantifiable criteria for success.
There are usually four categories to choose from. They include:
- Film Screening
Choose yours and organize the online events accordingly. Thorough research and effective brainstorming can help you develop your unique college fest topic.
2. Organize Your Team
The organization of every aspect of any event requires a concerted team effort. Establishing responsibilities early on when creating a team from scratch is crucial to maintain accountability.
Hold a recruitment drive for the committee, and include professors in the decision-making process when choosing the team’s members. Establish volunteer positions and watch for students who might donate to your event. Choose the appropriate platforms to post your call for volunteers, such as volunteer websites and social media. Sharing with your current contacts is a fantastic place to start.
After selecting the students, choose the festival organizer, who will primarily ensure that the college festival is successfully carried out. You should also give individual roles to team members to establish an accountability framework and stop duties from becoming neglected. Furthermore, having backups is advised. This is advantageous in scenarios like losing a crucial member, which could harm the festival.
3. Consider Your Budget
To establish what kind of event you can put on, you must know how much money you are willing to spend. Making a sound budget enables you and your team to develop ideas within the constraints imposed. Once you have a budget, it is crucial to understand where to devote most of your resources. The following are a few necessary expenses you should account for in your budget:
- Food and Drinks
Apply for grants, partnerships, and sponsorships to raise funds for your festival. You can also provide a ticketing service where students can pay up before attending the event.
It is also crucial to adhere to your budget proposal. If you don’t stick to your budget, it serves no use. As your plan solidifies, things are also constantly shifting, so you should have some extra money set aside for unforeseen needs that may arise. Planners also frequently make modifications to ensure you stay within your budget because you never want to go over it.
4. Promote Your Event
Discovering innovative ways to spread the word about your event is critical because nobody will show up if they don’t know it’s happening. To stand out from other events, pick a compelling theme and use it to guide every aspect of your event—even the name. Highlight the theme of your event on online media like guest blog articles, Twitter, Facebook, Instagram, or LinkedIn as part of your social media marketing strategy.
Promote your event’s specifics on posters or feather flags around several colleges and universities, or work with campus ambassadors or student unions for various institutions. Student newspapers, radio, and news outlets are fantastic ways to generate interest in your event. Keep things consistent by utilizing the same handle and hashtag across platforms.
5. Make Use Of Technology
Utilizing event apps may significantly streamline preparation and boost audience participation. They can do everything from providing easy on-site check-in of participants to improving the appeal of events with virtual reality games and simulations. They can also streamline communication, making collaborating with suppliers and other partners simpler.
When planning a spectacular and outstanding college fest, keep in mind the following crucial steps to stay on track, and ensure the success of your event.