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What's Involved with an Event?

Successful events are the culmination of thorough planning and thoughtful execution.

When event guidelines and best practices aren't followed, what happens or doesn't happen with your event might be regrettable (and potentially avoidable.) Why learn from the results of poor planning,
when it's possible to use a standard formula to enhance your event-planning process?

As you plan your event, you should be able to answer the following:

  • Who?
  • What?
  • Where?
  • When?
  • Why?
  • How?

The answers to those one-word questions will guide your steps as you plan and execute
your event.

Follow these steps to plan for a successful event:

  1. Assemble an event team and assign roles/responsibilities (event/project lead/coordinator, planner, manager, assistant, etc.)
  2. Schedule the date and venue. Get confirmation in writing or by email.
  3. Send "Save the Date" cards or emails as soon as the date is established. Send as much information as possible: the venue, some of the tracks/topics, keynote speakers, website address, etc.
  4. Use the same information to simultaneously create a minimally viable website that's available when the Save the Date cards are received.
  5. Publicize, publicize, publicize (via word-of-mouth, social media, news media, etc.)
  6. Create supporting content/functionality needed to fully launch your event website.
  7. Link to your event information via your events calendar, social media and other logical connections.
  8. Submit the event to WVU Extension's Active Calendar (https://calendar.wvu.edu/site/wvuextension) with a link to your event website.
  9. Contact WVU Extension Communications for media help. Our office can help you with media releases and offer tips about contacting the media for coverage of your event.
  10. Update your website as event details are finalized.
  11. Publicize, publicize, publicize.
  12. Evaluate the event.
  13. Hide the event website or make it reflect the event in the past tense.
  14. Debrief those who helped with the event to discuss pros and cons and ways to make the event or other events better.