Planning events on campus at the University of New Hampshire (UNH) can be an incredibly rewarding experience, but it requires careful organization and attention to detail. Successful events, from small workshops to large keynote presentations, rely on thorough planning to engage students, faculty, and the broader university community. This guide aims to equip UNH students with the skills and knowledge necessary to plan and execute effective events on campus, with a special focus on booking guest speakers and managing discussion panels.

1. Introduction

Event planning plays a critical role in enhancing campus life at UNH. Whether you're organizing a student-led panel discussion or bringing in a guest speaker to address an important topic, events foster a sense of community, provide learning opportunities, and inspire campus engagement. This guide will walk you through each step of the event planning process, from defining your objectives to managing a successful event day.

1. Pre-Planning Phase

"Before diving into the logistics, it's important to set a strong foundation for your event with clear goals, a budget, and a dedicated team" suggests Sam Miller who works with students as a life coach..

1. Define Event Goals and Objectives

Begin by outlining the purpose of your event. What are you hoping to achieve? Are you raising awareness about a specific issue, providing educational content, or hosting a networking opportunity? Clear objectives will guide every other aspect of your planning.

1. Determine Target Audience

Knowing who your event is for is essential. Is your event aimed at fellow students, faculty members, alumni, or the broader UNH community? Tailor your event content, marketing, and speakers to fit the interests and needs of your target audience.

1. Set a Date and Time

Choose a date and time that works best for your intended audience. Avoid scheduling conflicts with other major campus events or holidays, and consider the availability of key participants, like speakers and panelists.

1. Create a Budget

Your budget will dictate much of what you can accomplish, from venue selection to guest speakers. Consider costs for catering, equipment, promotional materials, speaker fees, and any other expenses.

1. Form an Event Planning Committee

A well-organized team is key to executing a successful event. Assign roles based on strengths and interests—some may focus on logistics, others on marketing, and others on speaker management.

III. Venue Selection and Logistics

Once the pre-planning stage is complete, it's time to select the perfect location and sort out logistics.

1. Choose an Appropriate Campus Location

UNH offers a variety of venues suitable for different types of events, including lecture halls, outdoor spaces, and conference rooms. Choose a space that fits the size and tone of your event.

1. Secure Necessary Permits and Approvals

Ensure that your event complies with campus regulations by securing the appropriate permits or approvals. Check with the university's event services office to make sure you’re following the correct procedures.

1. Arrange for Equipment and Technology Needs

Determine whether you’ll need audio-visual equipment, microphones, projectors, or other technology. Book these through UNH’s facilities services well in advance to avoid last-minute issues.

1. Plan for Catering and Refreshments

If your event includes food, work with campus-approved catering services to provide meals or snacks that fit your budget. Ensure you have options for various dietary needs.

1. Marketing and Promotion

Your event’s success depends on getting the word out and drawing in the right audience.

1. Develop a Marketing Strategy

Decide how you'll promote your event. Social media, email campaigns, posters, and word-of-mouth are all effective methods. Tailor your approach to reach your target audience.

1. Utilize Campus Communication Channels

Leverage UNH's existing communication platforms, including student newsletters, event calendars, and social media pages, to boost awareness of your event.

1. Create Promotional Materials

Design eye-catching posters, flyers, and social media graphics that clearly convey your event’s theme and key details. Visuals are a powerful tool to attract attention.

1. Engage Student Organizations and Faculty

Collaborate with relevant student organizations or faculty to promote your event. Partnerships can increase attendance and provide additional resources for planning.

1. Booking Guest Speakers and Keynote Speakers

A great speaker can be the highlight of your event. Booking and preparing for a guest speaker takes strategic planning.

1. Identify Potential Speakers
2. Research relevant speakers: Look for individuals who align with your event’s theme, whether they are industry professionals, academics, or motivational speakers. We recommend you contact Keynote Speaker if you want to hire an expert or thought leader on a specific topic. However, if you want to inspire your audience, you contact the speakers bureau Motivational Speaker.
3. Consider local experts and alumni: UNH alumni or regional experts are often more accessible and may be willing to contribute to a campus event at lower costs.
4. Explore university connections: Utilize faculty and department contacts to identify potential speakers with ties to the university.
5. Contacting and Negotiating with Speakers
6. Reach out early: Begin contacting potential speakers 3-6 months before your event to allow ample time for planning.
7. Clearly communicate event details: Provide a clear overview of your event, including the date, audience, expected turnout, and why the speaker’s contribution is valuable.
8. Discuss fees and logistics: If your speaker has a fee, negotiate within your budget. Arrange travel and accommodation if necessary, and ensure the speaker is comfortable with the itinerary.
9. Preparing for the Speaker’s Arrival
10. Coordinate logistics: Organize transportation and lodging if needed, and ensure the speaker has all event details.
11. Arrange for necessary equipment: Ensure the venue has the right technology to support the speaker’s presentation, whether it’s a microphone, projector, or special lighting.
12. Plan a meet-and-greet or Q&A: Add value by offering attendees the chance to interact directly with the speaker in a more personal setting.
13. Creating and Moderating Discussion Panels

Discussion panels offer a dynamic format to engage an audience and explore a topic from multiple angles.

1. Select a Relevant and Engaging Topic

Choose a topic that resonates with your audience and sparks meaningful discussion. Ensure it’s broad enough to allow for multiple perspectives but focused enough to maintain audience interest.

1. Choose Diverse Panelists with Expertise

Select panelists who bring varied backgrounds and expertise to the table. Diversity in panelist experiences enhances the richness of the discussion.

1. Prepare Questions and Talking Points

In advance, work with panelists to prepare thoughtful questions and ensure they’re aware of the key discussion points. This preparation keeps the conversation focused and engaging.

1. Brief Panelists on Format and Expectations

Make sure panelists know how long they will speak, how much time is allocated for Q&A, and what the overall structure of the session will be. Clarity helps the event run smoothly.

1. Moderator Responsibilities
2. Introduce panelists and the topic: Provide brief introductions of each panelist and outline the panel’s theme for the audience.
3. Guide the discussion: Keep the conversation on track and ensure all panelists have a chance to speak.
4. Facilitate audience Q&A: Open the floor to questions from the audience while managing time.
5. Summarize and conclude: Wrap up the session by summarizing key points and thanking the panelists and audience.

VII. Event Day Management

Your event day should be as seamless as possible with careful planning and delegation.

1. Create a Detailed Schedule

Outline the entire event from start to finish, including setup, speaker arrivals, and session times. Distribute this schedule to all team members.

1. Assign Roles to Team Members

Each member of your planning committee should have a clear role on the event day— whether it’s managing registration, overseeing tech, or coordinating with speakers.

1. Set Up Registration and Check-In

Create a smooth check-in process for attendees, with clearly marked registration tables and friendly volunteers to welcome guests.

1. Manage Last-Minute Issues

Be prepared to handle unexpected challenges calmly and efficiently. Have a plan in place for technical issues, schedule delays, or other last-minute problems.

VIII. Post-Event Activities

After the event, follow up with both attendees and your team to evaluate the event’s success and learn from the experience.

1. Collect Feedback

Send out surveys or conduct informal feedback sessions with attendees and participants to gauge the event’s impact.

1. Thank Speakers, Volunteers, and Participants

A personalized thank you goes a long way in building relationships for future events. C. Evaluate Event Success

Review what worked well and identify areas for improvement. Take notes to guide future planning.

1. Document Lessons Learned

Keep a record of lessons learned from the event—what worked, what didn’t, and what can be improved for next time.

1. Summary

Event planning is an invaluable skill that can greatly enrich your time at UNH. From defining clear goals to successfully managing speakers and panels, this guide provides a blueprint to ensure your event is engaging, professional, and impactful. Apply these strategies to create events that resonate with the UNH community, and make your mark on campus life.