Event Planning Tips
We’ve taught thousands of workshops, and in the process discovered several key factors to consider when planning an outreach event.
- Work backward. Identify the ideal end result, and work backward to determine the steps needed to reach your goal.
- Target the right audience. Once you’ve determined your goal, decide who your target audience is. Then ask the following questions: Who’ll most benefit from your information? What types of media best engage this audience? What teaching approaches will work best? What setting will make them comfortable and encourage participation? Are there extra measures you should take (child care, interpreters, food, travel or parking arrangements, etc.)?
- Don’t assume you’re on the right track. Get feedback from your target population to make sure your planning is on point. This way, you’re more likely to have a session that’s well attended, with a message that makes a difference.
- Remove obstacles. If your target audience has limited transportation, go to them rather than requiring them to travel. If you’re reaching out to parents, find a location that can accommodate child care and consider providing a meal or snack so it’s easier for families to participate.
- Plan for publicity. What types of media will best entice your target audience? Posters at churches? Notices in mailboxes? Inserts in school folders? Brainstorm a list of publicity approaches that will best meet your need. Use clear, bold fonts that are easy to read. Be creative, but also make sure your message comes through clearly. No matter which method you choose, make sure you allow plenty of time for people to make plans so they can attend your event.
- Use creative titles. Few people will attend Budgeting 101; however, call it “The First Step to Becoming a Millionaire” and people may show interest. Both workshops cover the same material and are led by the same teacher, but there’s stigma in struggling with money – wanting to build wealth is something most people can relate to. Even though your title may have a creative flair, be clear about the content of your event so attendees know what to expect.
::Event Promotion::
Getting students to show up for a workshop depends on you getting the word out early and taking advantage of every promotional opportunity available. Use colorful flyers and posters to grab attention. View sample publicity materials to help you get the word out about your session.
Contact us if you need help creating marketing materials.
Not sure where to start? Here are a few ideas to jump-start your brainstorming:
- Your school's website.
- The local newspaper.
- Bulletin boards.
- Chalking sidewalks.
- Handbills passed out by students.
- Work with professors to offer extra credit for attending workshops.
- Social media: Twitter, Facebook, etc.
- Table tents in the cafeteria.
- Posters in common areas (elevators, restrooms, computer labs).
- Email blasts.
- Targeted promotion to student groups (International Students, Student Government Association, Fellowship of Christian Athletes, Greek Life).
- Posting advertisements at off-campus sites (coffee shops, church bulletin boards, restaurants).
- Asking professors/teachers to allow you to speak to their students during class.
- Reserve a table in a designated, high traffic area.
- Ads in student mailboxes (for on-campus students).
- Use your car. Write event information on it and drive around campus.
