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Event Planning

Welcome to the Event Planning Guidelines for GDSC BITS Pilani Dubai Campus! This comprehensive guide will help you organize successful and memorable events for our community. Remember that all workshops and their documentation should be prepared in Markdown for easy upload to GDSC's website.

graph LR
A{Event Planning} --> B[Define Objectives]
B --> C[Select Event Type]
C --> D[Set Date and Time]
D --> E{Venue Selection}
D --> G{Event Promotion}
E --> E1[Capacity and Size]
E --> E2[Location]
E --> E3[Technical Infrastructure]
E --> E4[Layout and Seating]
G --> G1[Target Audience]
G --> G2[Marketing Materials]
G --> G4[Collaborations]
G --> G6[Engagement]
G --> G7[Feedback Loop]

Event Logistics

Planning

Steps for Planning an Event

  1. Define Objectives: Clearly define the event's goals, purpose, and target audience. Determine what you aim to achieve through the event.

  2. Select Event Type: Decide on the type of event, whether it's a workshop, hackathon, seminar, or social gathering. The format should align with your objectives.

  3. Set Date and Time: Choose a suitable date and time, considering the availability of your target audience and key speakers or presenters.

  4. Venue Selection: Refer to the Venue Selection section below for detailed instructions.

  5. Budgeting: Refer to the Budgeting section below for detailed instructions.

  6. Event Promotion: Refer to the Event Promotion section below for detailed instructions.

Venue Selection

How to Select a Venue

  1. Capacity and Size: Assess the expected number of attendees and choose a venue that comfortably accommodates them. Ensure it's not too large to avoid a sparse atmosphere or too small to risk overcrowding.

  2. Location: Select a location that is convenient for your target audience. Consider accessibility via public transportation and parking availability.

  3. Technical Infrastructure: Ensure the venue has the necessary technical infrastructure, such as internet access, audiovisual equipment, and power outlets, to support your event's requirements.

  4. Layout and Seating: Plan the layout and seating arrangement to facilitate networking, engagement, and interaction among attendees.

  5. Accessibility: Confirm that the venue is accessible to individuals with disabilities and meets all safety and regulatory requirements.

  6. Cost: Evaluate the cost of the venue and negotiate if possible to stay within your budget.

Budgeting

How to Budget for an Event

  1. Expense Categories: Create a detailed list of all potential expenses, including venue rental, catering, promotional materials, speaker fees, and miscellaneous costs.

  2. Revenue Sources: Identify potential revenue sources, such as ticket sales, sponsorships, or contributions from your organization.

  3. Budget Allocation: Allocate your budget to each expense category, ensuring that you prioritize essential elements while staying within your budget constraints.

  4. Contingency Fund: Set aside a contingency fund for unforeseen expenses or emergencies.

  5. Tracking: Maintain a record of all expenses and income related to the event. Use a spreadsheet or budgeting software for accurate tracking.

  6. Regular Reviews: Periodically review and update your budget to ensure you are on track and make adjustments if needed.

Event Promotion

How to Promote an Event

  1. Target Audience: Identify your target audience and tailor your promotional efforts to reach them effectively.

  2. Marketing Materials: Create eye-catching marketing materials, including posters, flyers, and digital graphics. Use consistent branding elements.

  3. Online Promotion: Utilize social media platforms, email newsletters, and your website to promote the event. Leverage GDSC's website for event documentation.

  4. Collaborations: Partner with relevant organizations, influencers, or speakers to expand your reach and credibility.

  5. Early Bird Tickets: Offer early bird tickets or discounts to incentivize early registrations (Only for specific events; Otherwise we have the standard non-member fees).

  6. Engagement: Engage with your audience through engaging content, sneak peeks, and teasers leading up to the event.

  7. Feedback Loop: Encourage feedback from attendees and use it to improve future events.

Event Naming Overview

Naming GDSC events is not just about conveying information; it's about creating excitement, anticipation, and a sense of belonging. Inspired by Apple's naming conventions, we aim to make our event names memorable and engaging.

Event Naming Guidelines

  1. Simplicity: Keep event names simple and concise. Avoid overly technical or complicated names that may deter participants. For example, instead of naming a workshop "GDSC Introductory Talk," consider "Just GDSC Things."

  2. Engagement: Create event names that evoke curiosity or emotions. Think about how Apple names its products, such as "iPhone" or "AirPods," which are simple yet intriguing.

  3. Consistency: Maintain a consistent naming style across all events to reinforce our brand identity. Use words or phrases that resonate with our mission and values.

  4. Alignment: Ensure that event names align with the event's content and purpose. The name should provide a hint of what participants can expect.

  5. Avoid Acronyms: Minimize the use of acronyms or technical terms in event names to make them accessible to a broader audience.

  6. Marketing names: While event names can be kept simple, use of marketing names that are unique can spark interest. Example: "Google Hacking" is branded to "Corrupted" for marketing purposes.