Hosting an Event

Booking a Location

Room requests for events on campus are done through 25 live by Alyssa. Room request will not be approved until after the add drop period for the semester ends (January 22). If you are requesting an outdoor space you will need to book a rain date or rain location.

Marketing/Advertising Strategy

Marketing is a dual effort between the host/cohosts of an event and marketing committee. Event hosts will come up with ideas and complete a Marketing Plan Form to submit to marketing committee. Marketing committee will guide the event hosts and solidify their plan as well as create the advertising content. Both marketing committee and the event host will work together to distribute flyers and other advertisements.

Marketing Plan Request Example

Budget Approval and Expenditure Form

All events have been assigned a budget (if applicable). In order to use the amount allocated to your event, you must have your budget approved by finance committee and have written approval from the president to spend chapter funds. The budget you submit to finance committee should be made using either excel or google sheets and should outline how you plan to spend your budget. There is a budget template in the forms tab, you can use this template or make your own. Once your budget has been approved, fill out the Expenditure Approval form and send to Niki.

Sign Up Sheets

All signup sheets should be made on google sheets. Once you've created the signup sheet, share it with Julia to be added to the forms tab and to be sent out via text notification.

Tabling

For events which require tabling you will need to book a location, find a table, decorate the table, and find brothers to fill all tabling time slots. If possible, try to have at least one host/cohost at all tabling time slots to direct the brother who signed up to help. When tabling you should stand in front of the table, not behind it, and you should never have your computer out or be doing anything other than giving your full attention to tabling.

Post-Event Feedback Survey

Certain events should have a feedback survey to be distributed after the event has ended. The purpose of this survey is to see what the brotherhood liked/disliked about the event, what they think worked and didn't work, and to collect any comments or suggestions if we were to repeat this event. The survey should be created as a google form.

Post Event Reflection Form

The Post Event Reflection Form was created to assist Gamma Pi in hosting future events. The form details how an event was executed, difficulties you may have encountered, and what you would do differently if you were to repeat this event. It may be useful to create a post-event feedback survey and read through responses before completing the reflection form. At the end of the semester all Post Event Reflection Forms will be uploaded to chapter spot in the hopes that it will assist future brothers.

Post Event Reflection Form Example