Event Planning Guide

Book Location on 25Live

25Live is a useful event scheduling software that streamlines the process of reserving rooms and facilities. Users can book rooms and check if spaces are available.

Reserve Space

 

---

Online Presence/Webpage

An online presence is essential for event promotion as it centralizes event details, making them accessible around the clock. Whether this is a dedicated event webpage or an online flyer, these serve as resources that provide real-time updates for both organizers and attendees.

Events can only be promoted if there is a URL to direct attendees for more information so be sure to update your webpage/flyer as soon as possible.

Be sure to:

• Include the webpage/flyer in the Events Calendar listing
• Share the webpage/flyer with Marketing & Communications

Webpage Content:

Webpages should include brief introductory copy about your event (who it's for, why it's worthwhile), date, time, RSVP, flyer (if available), a note about accomodations request, and a contact email address.

Sample Webpages:

• Asian & Pacific American Heritage Month
• Cash for College
• Parent and Community Resource Fair
• Student Support Expo

If you'd like to inquire about an event webpage or online flyer presence, contact Marketing & Communications.

 

---

Submit to the Events Calendar

Use the Events Calendar to ensure your event is visible to campus. Reviewing the calendar will also allow you to see what other events have been submitted and help prevent planning events that may conflict with others on campus.

Submit Event

 

---

Request President Participation

If you would like to request President Thames' participation at the event please, complete the Participation Form.

Request President

 

 

 

Event marketing and promotion play a critical role in the success of any event.

Marketing

It's important to promote your event well in advance in order to generate excitement and boost attendance. Event marketing should begin at a minimum of three weeks before your event. 

Request Marketing Services

Whether you're looking for a flyer, program, certificate, or other graphic design services, the Marketing & Communications Office is here to help.

Please plan ahead and submit your request for services as soon as possible as projects will be completed in the order they are received.

Project Request Form

 

---

Creating Your Own Marketing Materials

If you create your own event marketing materials, please:

• Adhere to the Brand Guidelines and Toolkit
• Send materials for review/approval to Assistant Director, Marketing & Operations Amy Hanoa (ahanoa@elcamino.edu) before distributing.

Please plan ahead and allow for at least 5 business days for review.

 

---

Accommodations Notice

Please include the following notice in your event marketing materials (flyer, website, etc.) to allow for accommodation requests in a timely manner. The email address should be the event contact.

Full Version

El Camino Community College District encourages persons with disabilities to participate in its programs and activities. If you anticipate needing any type of accommodation, or have questions about the physical access provided, please email EMAIL@elcamino.edu as soon as possible, but no later than seven days prior to the event.

Short Version

If you anticipate needing any type of accommodation, or have questions about the physical access provided, please email EMAIL@elcamino.edu as soon as possible.

 

---

Equal Employment Opportunity (EEO) Statement

Event flyers distributed internally on campus do not require the EEO statement. Flyers distributed externally outside of the campus require the EEO statement. This text can be placed in the footer.

• The El Camino Community College District is committed to providing an educational and employment environment in which no person is subjected to discrimination on the basis of  actual or perceived race, color, ancestry, national origin, religion, creed, age (over 40), disability (mental or physical), sex, gender (including pregnancy and childbirth), sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military and veteran status, or retaliation; or on any other basis as required by state and federal law. 

 

---

ECC Weekly E-blast

If you would like to promote your event/announcement in the campuswide e-blast ECC Weekly, requests must be submitted at least two weeks in advance.

Submit to ECC Weekly

 

---

Photography

The Marketing & Communications Office provides photographic services for promotional and marketing purposes of a campuswide nature.

Requests for photography should be submitted in as far advance as possible as photographers are limited and requests are fulfilled in the order they are received.

Request Photography

 

---

Printed Materials

The Copy Center provides photocopying and digital color copying services to El Camino College employees campuswide. Orders can be submitted and paid for via Copy Center Direct.

Examples of Printed Materials:

• Certificates
• Flyers/Poster
• Invitations
• Name Tags
• Programs
• Signage (Directional, A-Frames)

Submit Print Order

 

---

Social Media

Collegewide events can be promoted on the official social media channels. When you submit a Project Request Form, please mark "Social Media" as part of your request. All requests are reviewed by the Marketing & Communications Office.

Project Request Form

 

Accommodations Request

For deaf/hard of hearing/sign language interpreter requests, submit the Interpreter Request Form.

Interpreter Request Form

For questions, contact DHH@elcamino.edu or 310-660-3593 x6097.

 

---

Call for Volunteers

If your event requires campus volunteers, be sure to put a call out well in advance. Your email should include:

• Event Name
• Brief Description of the Event
• Date/Time/Location
• Summary of Volunteer Roles/Duties
• Contact Information for Questions

 

---

Catering

Event catering is available campuswide by Pacific Dining.

El Camino College departments are required to contact Pacific Dining (jon@pacific-dining.com) for first consideration for catering services.

If there are specific reasons why your organization does not wish to use Pacific Dining (budget restrictions, ethnic food, etc.), mention so in the email. If Pacific Dining grants permission for food items to be purchased elsewhere, attach proof of this permission to the Food Service Exemption Form.

Request Catering

Small Events

Events with 10 people or fewer are not required to go through Pacific Dining for first consideration. Organizations falling within this category may go directly to their choice of food vendor and do not need to fill out the exemption form.

 

---

Decorations

Decor can help enhance and set the mood for your event.

Types of Decorations:

• Backdrop
• Balloon columns
• Balloon arches
• Centerpieces
• Flower arrangements
• Tablecloths

Contact Purchasing for a list of approved vendors.

 

---

Facilities Work Orders

Work orders may be placed for different requests for your event. Some options include:

• Custodial
• Delivery
• Electrical
• Event Setup
• Signage

Place Work Order

Work orders can be placed via the "ECC Facilities Work Orders" link in the "Work Orders" section of MyECC.

Please note: Only designated employees in each department can place Facilities Work Orders. If you do not have access, please work with the individual in your department assigned to place Work Orders (this is usually your Administrative Assistant).

Log in to MyECC

 

---

Media Services

Media Services provides video and multimedia services to the El Camino College campus. Projection, recording, amplification, and playback equipment is available for events.

Please request equipment at least five days in advance.

Request Media Services

 

---

Parking/Reserved Spaces

If your event's target audience expands to members outside of the campus (community members, local officials, VIPs, etc.), you may need to coordinate parking availability with Campus Police.

It is recommended to contact Campus Police and notify them about which parking lots will be impacted by your event. Refer to the Parking Map for guidance.

Vendors may also require parking passes for easy access to the venue.

Remember: Employee parking lots are for faculty and staff only until their designated end time in the evening. During business hours, student parking lots should be utilized unless otherwise coordinated with Campus Police. 

 

---

Favors/Giveaways/Swag

Event favors, also known as giveaways or swag, are small gifts or tokens of appreciation that are given to attendees at events.

If you plan to offer free items to attendees/participants, plan ahead to source a vendor to confirm quantity and pricing. This is especially important if items need to customized or engraved. 

Contact Purchasing for a list of approved vendors.

 

---

Walkthrough

An event walkthrough or site visit helps to visualize the setup and layout, identify potential logistical or safety issues, and allows you to make adjustments before the big day.

Walkthroughs are recommended when you select your location. You can use the information from the visit to:

• Estimate the time required for setup
• Design the space to optimize guest flow and setup
• Identify safety hazards and address issues
• Provide guidance to vendors and staff so that the final setup aligns with your intended vision

 

Clean Up

Be sure to clean up after your event concludes and leave the space as you found it. If your cleanup requires a Facilities Work Order, remember to submit your request in a timely manner.

For events ending at the end of or after the end of business day, it's recommended to consult with Facilities about where to leave items for pick-up the following day (extensions cords, etc.).

 

---

Debrief Meeting

A post-event debrief  is an opportunity for the planning team to recap the event and discuss what worked, what can be improved, and what to remember for future events.

These meetings are best scheduled soon after the event in order to capture observations while the event is still fresh in everyone's minds. Notes should be documented and saved for future reference.

 

---

Pay Invoices

Once your event wraps, double-check to make sure all vendors' invoices were paid/are in the process of being paid on time.

 

---

Post-Event Message & Thank You

If applicable, remember to send a post-event email to attendees.

This email can thank them for their attendance, include links to presentations or other event materials, and also provide access to a survey to capture data about your event.

 

 

□  Define event goal(s) / outcomes / objectives

□  Determine target audience

□  Establish coordinator(s) / planning committee

□  Set a budget

□  Date / Time: schedule emcee & keynote speakers (community, VIPs, president, etc.)

□  Reserve location; determine seating arrangements (theatre, classroom, dining, etc.)

□  Plan an agenda, complete with theme/slogan, if applicable

□  Create a guest list

□  Invite exhibitors / exhibits / participants

□  Select & order recognition items and get them engraved asap

□  Order favors, souvenirs

□  Reserve special equipment (vans, tables, chairs, tents, linens, audio-visual)

□  Plan audio-visual presentations

□  Develop a rain plan if event is outdoors

□  Plan promotion / publicity / advertising

□  Book entertainment: college, high school, community, etc.

 

□  Plan, design and get approval of invitations

□  Finalize guest list

□  Select menu

□  Print tickets and secure parking permits

□  Keep campus officials, deans, and administrative officers informed of your plans

□  Plan decorations and color scheme

□  Set clerical support; also finalize greeters, escorts, tour guides

□  Organize registration

□  Reserve photographer

□  Design / get approval for program

 

□  Address invitations & set mailing date

□  Finalize decorations: flowers / plants / posters / banners / balloons / streamers

□  Make hotel and transportation arrangements for out-of-town guests/dignitaries

□  Make directional and welcome signs

□  Print program

□  Inspect the facility, confirm all rentals

□  Continue publicity on schedule; send advance announcements/save the date notes

□  Finalize parking arrangements

 

□  Record and acknowledge RSVPs

□  Stuff registration packets; make name tags

□  Send final instructions to all dignitaries

□  Write speeches and introductions

□  Create a seating chart

□  Gather necessary equipment

□  Public Address System

□  Podium

□  Riser and Table Skirt

□  Tables and Table Skirt, Chairs

□  Flags and Holders

□  Easels / Pointer / Flip Chart / Markers

□  Booth / Canopy (Info / Press)

□  Musical Entertainment

□  Audio / Visuals

□  Blackboard: chalk, eraser

□  Screen / Overhead Projectors

□  Film / Slides PowerPoint

□  Video

□  Electric Outlets / Extension Cords

□  Office Materials

□  Tape, Scissors / Ribbon

□  Trash Containers

 

□  Have final meetings with florist, entertainers, etc.

□  Finalize refreshments, including: silverware / plates / cups / glasses / paper goods

□  Schedule delivery times for special equipment

□  Work with public relations staff on final publicity arrangements

□  Duplicate all speeches (in case someone forgets to bring speech)

 

□  Print the guest list in alphabetical order

□  Finish place cards

□  Meet with hosts and hostesses

□  Gather all awards/plaques

□  Make catering guarantees

 

□  Arrive early

□  Have all instructions, phone numbers, keys, etc. with you

□  Check all facilities and grounds

□  Assign teammates their designated roles

□  Relax and smile! All your planning will pay off!

 

□  Clean up!

□  Send thank you letters / certificates / notices

□  Coordinate feedback / analysis / evaluations

□  Create a final financial report

□  Finalize attendance report

□  Gather college / community photos; make prints, send out

□  Log future suggestions / improvements / evaluations