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Managing the Event Itself

  • ARRIVE EARLY! No matter how much you plan, something unexpected usually comes up. You can't address them if you aren't there.
  • Know who is doing what. In addition to having a volunteer management plan, be sure you know what other event personnel will be doing and what you need them to do, including Public Safety officers, custodians, and Catering staff. On Friday and Saturday nights, the Student Activities Office provides an Evening Event Manager to assist student groups.
  • Set-up a volunteer meeting before the event. At the very least, plan to have all ushers and staff at the event 30 minutes prior to the door opening to review the plan. Public safety officers should be scheduled to be present.
  • For more complex events, develop and bring a timeline (what time will various services arrive, when will speakers and volunteers arrive, etc.).
  • Have volunteers on hand -- you never know what may come up. Primary event organizers should not be tied down to necessary tasks at the event to enable them to respond to issues (if there is a problem at the event and you are the only one taking tickets, how will you respond?)
  • Bring a telephone list -- important offices and services (catering, Media Services, etc.) as well as volunteers.
  • Have energy conservation in mind! Facilities Event Support can help you have adequate recycling recepticals. Don't use additional energy if it isn't required.
  • Door Management: The door will make or break your event. You are responsible for managing the capacity of your event. Be sure you have developed a door management plan and have adequate staffing available. Plan your ticket distribution and collection system appropriately. How will you greet and welcome guests?