Event Planning

Event planning is a decentralized function often involving several offices: Hospitality, Operations, Strategic Communications, Protection (security), Business, Development, Information Technology, etc.

As an event organizer, you are responsible for involving and coordinating with all the offices concerned. We offer this guide as a way to identify various factors to consider.

Plan for Success

The best thing you can do to ensure a successful event is plan early. Here are some tips:

• You should estimate at least 3 months of preparation for any event that includes external guests, and 6–12 months for conferences and major events.
• Avoid scheduling your event the day right after a holiday.
• If you schedule the event after hours or during weekends and holidays, consider that availability of staff and services may not be the same as during workdays.

Essential Preparations

These are the typical tasks, decisions, and arrangements to tackle. Not all items may apply to your event. Many of them have an impact on budget and timelines.

The basics:

• Event title
• Date, time, duration, location
• Venue setup (if online: platform to be used)
• Speakers — selection, scheduling, travel/accommodation, bios, photos
• Moderator(s) or emcee
• Registration forms, payments
• Contact person for RSVP
• Sponsorships (you must coordinate with the Development Office)

Plan how you will secure attendance:

• Full brief on event content (to make it interesting to the intended audience)
• Lists of invitees and how you’ll reach them
• Dignitaries to invite (you must inform the President’s Office)
• Tools needed for promotion — save-the-date, webpage, emails, social content, invitation cards, advertising
• Timeline for dispatching invitations and promoting the event
• Responding to registrants, taking RSVPs, responding to inquiries

Plan what you’ll need during the event:

• Access to campus; parking
• Ushers
• Directional signs, backdrops, banners, name tags, printed program, menu, certificates, etc.
• PowerPoint presentations
• Sound, lighting, screens
• Photography and/or videography
• Live streaming / social media coverage
• Entertainment
• Catering
• Floral decorations

Plan what should happen after the event:

• Correspondence with guests and attendees
• Coverage on LAU website(s) and social channels
• Recording or video of the event
• Press release and/or media appearance

A Note on Photography and Videography

LAU does not currently employ event photographers and videographers. Therefore, professional photography is outsourced. To request photography for your event, submit a request for “basic photography/videography services” through iProcurement.

For major events with complex photo/video needs and/or live streaming, Stratcom can help prepare an RFP (request for proposals). For this purpose, we need a final floor plan (typically provided by Operations) as well as the expected number of attendees.

Stratcom’s Focus

When it comes to events, Stratcom’s focus is on reputation-building. Therefore, our role extends beyond designing materials. Our team will often advise you on content, message, branding, communication channels, etc.

Send us a brief to let us know about your event, or contact us if you have any questions.