Event Planning Tips 
Here are some
helpful hints from your colleagues at PEP:
- Define the goals of your event: What should this event accomplish?
- Define your stakeholders – who will benefit from this event? Faculty? Students? The Dean?
- Identify your audience.
- Set a date and confirm availability with stakeholders and audience.
- Set a location and confirm availability.
- Define the budget. Establish P.O.B.’s through your BSC contact or discuss using your P-Card for off-campus purchases.
- Create invitation list based on your identification of the audience. Review invitation list with designated host/stakeholders and/or supervisor to ensure no one is excluded.
- Set deadlines for mail date and RSVP date
- Design invitation including the who, what, where, when and how. (Remember parking information and directions). Include RSVP contact information and deadline. Contact UNH Printing Services for guidance if needed.
- Arrange printing.
- Mail Invitation: Run address labels in-house or consider using UNH mail services.
- Generate program content: Identify main speakers, clarify message and assign responsibility for its delivery among speakers, clarify students’ role and keep key administrators "in the loop" through systematic updates and communication.
- Consider printing a program for the event. Contact UNH Printing Services for guidance if needed.
- Determine if you will need name tags for audience and create. (The "clip" style format is more popular than the "stick-on". The Boise Cascade catalogue provides a variety.)
- Determine if you will need table cards for seating arrangements if you are having a sit-down dining reception.
- Contact Media Relations regarding the possibility of media coverage (a month lead-time is preferable but not required).
- Define physical space: décor; use greenery and flowers from the UNH Greenhouse if needed, configure seating arrangement and assignment, provide signage for reserved seating, request service from audio/visual department if technical support needed, confirm parking availability.
- Request menu from UNH Hospitality Services and schedule their assistance for the event.
- Determine how to conclude the event – what do you want your audience to walk away with? Information? A keepsake of the event? Most events begin with a presentation and end with a reception.
- Remember to send a "thank you" to the people that helped you with the event – especially the speakers in your program.
Event Resources on Campus:
Questions/Request for Service |
Contact
|
| Event Format & Suggestions |
Presidential Events and Programs 862-1461 |
| Invitation & Program Design |
Editorial and Creative Services 862-1460 |
| Printing/Signage | UNH
Printing Services 862-0537 |
| UNH
Mail Services 862-3711 |
|
| AV Equipment (mic, sound, video, etc.) | Audiovisual
Services 862-2467 |
| Setup (tables, chairs, podium) | Facilities
862-1496 |
| Menu/Catering | Hospitality
Services 862-1922 |
| Parking | Parking
Services 862-1010 |
| Media | Media
Relations 862-1460 |
| Hanging Banners or Signs | Facilities
862-1496 |
| Site Cleanup–inside | Facilities
862-1496 |
| Site Cleanup–outside | Facilities
862-1496 |
| Electrical Needs | Facilities
862-1496 |
| Tent Rental Services | Exeter
Rental 778-9838 |
| Set-up for Event Venue (tables, chairs, etc.) | Facilities
862-1496 |
| Transportation/Shuttles | UNH
Wildcat Service 862-2328 |
| Flowers/Foliage | UNH
Greenhouse 862-1074 |
| UNH Banners (rent) | Presidential
Events and Programs 862-1461 |
| Cap & Gown (rent) | Presidential
Events and Programs 862-1461 |
University Conference
Office
If you are an organization looking for worry-free solutions for your event to be held on the UNH campus, please click on the University Conference Office site http://www.conferences.unh.edu. This team of professionals offers experience and skill at every step of the event planning process to ensure your event is a success regardless of size. They cater specifically to those who desire a UNH campus location complete with all the facilities and services available for hosting a event.