Event Planning Resources
for New Student Leaders
April 2021
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Event Planning Resources for GSM Student Leaders
CONCEPTUALIZE AND ENVISION YOUR EVENT
Who is on the event planning team? Assign tasks like:
o Programming
o Logistics (venue, AV, food and drink, virtual)
o Finding speakers
o Funding
o Invitations/RSVP
o Promotion and Marketing
What is the purpose or objective of the event?
Will there be a theme?
What is the programming (speakers, activities, etc.)?
Who will attend this event?
Who will be in charge of promotion and marketing, reserving the venue and other
logistics, and organizing your team to obtain sponsors?
Who will sponsor the event?
PROGRAMMING
Think about the objective or purpose and decide what kind of programming would best
achieve the event objectives: a keynote speaker, a panel, a workshop, a reception, an
auction, virtual or a combination of in-person and virtual. Do you know people who can
deliver content for your event? Contact them early.
Speakers
If interested in inviting GSM alumni to speak at the event or participate in any way,
contact the Assistant Director of Development Karim Zelenka at least 12 weeks prior to
your event. Karim can help in researching potential alumni connections and match
your event to specific alumni, business partners, or donors. If you recruit alumni
independently, please let Karim know so he can quantify engagement for the school.
Always Thank Sponsors and Participants
Thank sponsors and alumni both verbally and in writing. Thank any alumni who
donated their time and energy to help. A handwritten thank you note has the most
impact. It's important to remember that your actions reflect the GSM community. If
alumni feel that their efforts are not appreciated, their willingness to participate in future
events may diminish. If the alumnus speaks at a student event or helps in a major way,
please provide them with a gift or small token of appreciation. Small items may be
purchased from the UC Davis bookstore for this purpose, or Karim Zelenka will have
swag items available. (For a list of information, please see pages 29-31).
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Event Planning Resources for GSM Student Leaders
LOGISTICS
Risk Management Insurance for your Club Event
Off-campus GSM events are only covered by insurance if the event is UC Sponsored
and UC Supervised. Off campus club events are not covered by insurance, but in
many cases the contracted venue will offer event insurance or will have suggestions
regarding event insurance.
Securing a Venue
Events in Gallagher Hall or Bishop Ranch Facilities
Event Management System (EMS) and Club Websites
Post club events on club websites, the GSM Event Web Calendar, and add them to the
Event Management System (EMS) – maintain and keep all content current.
Gallagher Hall
To reserve space at Gallagher Hall, go to http://ems.gsm.ucdavis.edu/VirtualEMS/.
Please inform the Full-Time program manager, Jacqueline Romo
([email protected]), about this reservation.
UC Davis Medical Center (Sacramento Campus)
To reserve a space or facility at the UC Davis Medical Center, contact the Interim
Sacramento MBA Program Manager, Sayana Saing ([email protected]) and the
Sacramento MBA Instructional Operations Manager, Dedan Sims ([email protected]).
Bishop Ranch
To reserve space at Bishop Ranch, go to http://ems.gsm.ucdavis.edu/VirtualEMS/.
Please inform the Bay Area MBA Program Manager, Sayana Saing
([email protected]) and the Bay Area MBA Instructional Operations Manager,
Sergio Esquerre ([email protected]) about this reservation.
UC Hastings (San Francisco)-MSBA
To reserve a space or facility at the UC Hastings facility, contact the Associate Director
for the Master of Science in Business Analytics, Shachi Govil ([email protected]) or
the Admissions and Operations Specialist, Camille Mack,
UC Davis
To reserve a space at a UC Davis main campus venue, go to Conference and Event
Services at http://www.cevs.ucdavis.edu.
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Event Planning Resources for GSM Student Leaders
Zoom
For virtual events that will be longer than 45 minutes or require up to 300 participants,
it is important to secure a licensed zoom account rather than the free account that
UCD students are automatically enrolled. Here is more information regarding the UCD
licensed zoom account.
Reserving other spaces
Each club or student group is responsible for identifying a non-UC Davis space that
would be appropriate for their event needs. Individuals will sign a contract on their own.
To reserve a non-UC Davis venue, please work with the event planner for the venue
and ensure that the club has an official contract with the venue if applicable.
Contact your program managers for help with identifying off campus venues for
your event.
For more information on contracts, contact the Assistant Director of
Administration and Human Resources, Michele Goodman
Audio Visual Needs On-Prem
Consider your presenters’ AV needs so the venue knows how to set-up:
PowerPoint
Video
Video Conferencing
Internet Access / Wireless Account Access (google docs etc)
Room capacity for power outlets (for laptops)
Screen
Projector
Microphone
Laptop Computer
Audio Visual Needs Virtual
Consider your presenter’s needs and how you want the audience to participate in the
virtual event. Organize a production team well in advance of the event and assign
tasks each member of that time like, managing the waiting room, chat feature,
advancing the presentation, running videos, working with the annotation tool, and live
question and answer. This team during the event will be the “backstage team”.
Don’t forget to schedule a pre-production rehearsal at least a week in advance so you
have time to fix any issues and figure out how images are being projected.
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Event Planning Resources for GSM Student Leaders
Catering On-Prem
If your event is on campus and your club is not self-catering, you must use an
approved caterer from the Conferences and Event Services website here
http://www.cevs.ucdavis.edu/dept_cont/caterers/. If the event is off campus, you can
use the caterer of your choice unless the venue has restrictions.
Alcohol Consumption On-Prem
California law states that persons under 21 years of age may not be furnished, served,
or given alcoholic beverages. Checking identification for proof of legal age is required
unless the group is limited to persons at least 21 years of age. When you plan your
events, non-alcoholic beverages and food must be provided or available during the
entire period alcohol is served.
It is illegal to drive after consuming excessive amounts of alcohol in any form. If you
know that you and your guests will have to drive after consuming alcohol, limit your
consumption to no more than one drink an hour. Have someone available who will not
drink alcohol and will be a designated driver. For events on campus, you can call Aggie
Host or Safe Rides Services at (530) 752-2677. More information please see the
California Driver Handbook – Alcohol and Drugs at
https://www.dmv.ca.gov/portal/dmv/detail/pubs/hdbk/actions_drink.
Alcohol Service On-Prem
You must fill out alcohol permit from CEVS website a month before your event if you
plan to serve alcohol.
Guidelines
http://www.cevs.ucdavis.edu/Public/content.cfm?CONTENT=61,
Online permit
http://www.cevs.ucdavis.edu/dept_cont/alcohol/index.cfm?page=form and
Permit flow-chart
http://www.cevs.ucdavis.edu/public/_files/event/file/Alcohol%20Service%20Requ
irement%20Flow%20Chart.pdf
Alcohol Consumption Restrictions
Events with alcohol must begin after 5 p.m. M-F
During the one hour lunch time weekdays 12-1 p.m.
Afternoon on Saturday, Sunday, and holidays
Alcohol service must not exceed 4 hours and 1 drink/person/hour. Assume only
70% people will drink alcohol
Non-alcoholic drinks & food must be available at events where alcohol will be
served
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Event Planning Resources for GSM Student Leaders
If on the UC Davis main campus, again you can arrange for Aggie Host Security
Service to escort attendees to their cars at night by going to the website here
http://police.ucdavis.edu/campus_security/aggie_host.html. They also provide
special services for events. Call them at (530)-752- 2677. You should set this up
at least 3 weeks prior to event.
The program manager at the location will sign-off on the alcohol permits.
For additional assistance regarding catering, venue reservation and obtaining an
alcohol permit, contact your program manager or Diana Vail ([email protected])
Choosing a Date, Time, and Location for Your Event to Maximize Attendance
Remember to consider the following for both on-prem and virtual events:
Class schedules (review EMS bookings)
Other events/activities (workshops, IMP schedules, finals)
Holidays, including religious holidays
Conflicts and complements (for instance, when most people are already available
and present in one location. For example, schedule a short event between
classes)
Venue and speaker availability
FUNDING AND SPONSORSHIPS: GETTING AND SPENDING MONEY
GSM Funding
Yearly funding for student-organized events is obtained from the GSM and is
distributed to the Full-Time ASM who will then allocate the earmarked funds to the
Sacramento MBA and Bay Area MBA bank accounts.
Each individual program will be responsible for budgeting the individual accounts and
tracking all expenditures.
In 2018-2019 the GSM increased the budget by 21%.
Fund Targeting and Allocations
These funds are for targeted support of the following events and activities:
GSM Olympics
UCD All-Stars
The Big Party
Capital Connections
Other Programming (determined by the GSMSA)
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Event Planning Resources for GSM Student Leaders
How to Track the Funding
In accepting these funds, each program agrees to provide the following financial
reports:
A summary of GSM Olympics, UCD All-Stars, The Big Party, and Capital
Connections including revenue, expenditures, and attendance by program within
one month of the event
A quarterly report on the use of Part-Time MBA Seed Funding and other
Programming, including revenue, expenditures and attendance by program.
Each program is required to submit a final report. The report from each program
may be consolidated into one document and is a final request for the following year’s
funding needs. This report should be worked during the month of June and should be
submitted no later than July. This will allow enough time for the GSM to consider the
request, determine the available funding and issue a check before the start of the next
academic year. It takes 2-6 weeks for the check to be cut and sent to the GSMSA.
Each student club that needs event funding will follow the instructions to request
funding from the student leaders at their locations.
GSMSA Background. The GSMSA was established during the 2017-2018 school year
to provide student governments at each location better opportunities for multi-program
collaboration and for a more efficient way to secure off campus venues and manage
their own program funding.
Sponsorships & Fundraising
For University purposes, fundraising is defined as “any activity in which money is
collected on campus.” Even if all you wish to do is break even or recover costs, your
activity will be considered fundraising.
Prior to doing any fundraising for your 501C 3, you must contact either Senior Director
of Development and External Relations, Lana Watts or Assistant Director of
Development, Karim Zelenka to discuss your ideas at least 12 weeks prior to your
event.
Contacting Development and External Relations first will ensure a streamlined process
for fundraising and contacting alumni.
We recommend that you create a sponsorship packet that includes giving levels
(please see attached sample). Avoid offering “incentives” that have what is considered
“Fair Market Value” i.e. offering free “stuff” or tickets (unless they are free) in exchange
for a donation/sponsorship. This complicates the process. Try to stick to the main
benefit of marketing exposure and access to top tier student talent.
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Event Planning Resources for GSM Student Leaders
Involving GSM Alumni as Sponsors
Schedule a meeting with Lana Watts, Senior Director of Development &,
External Relations at least 12 weeks prior to your event if soliciting/fundraising
from alumni or business partners.
The Lana Watts and Karim Zelenka meet regularly with GSM alumni to learn
about their career path experiences in the program and interests in connecting
with the school. This is an opportunity for them to share information regarding
your event including speaker and sponsorship opportunities.
There are several advantages to partnering with the development team when
soliciting alumni to participate in and/or sponsor your event
o You have the GSM Development team as a resource
FAQ for Fundraising resources/policy
Monthly alumni e-news, Accelerator
GSM LinkedIn and Facebook pages
GSM Alumni Directory
Assistance with evite (sending to appropriate segments of alumni,
based on location, event topic/relevance, etc.)
Opportunities to attend alumni association board meetings (held 3x
year) and promote your event.
Auction Donation Plan
To create a fun event, some clubs incorporate auctions. They create a team of
students charged with contacting specific businesses, alumni, and GSM business
partners to ask for donated items, events or experiences that could be used as auction
items. This is considered a fundraising endeavor and should be reviewed by the above
GSM staff.
Payment & Finances (ASM Sponsorship)
Refer these questions to your student leadership organization or, for more complicated
questions, contact Assistant Dean for Finance and Administration, James Kelly
([email protected]) or Director of Administration and Human Resources, Michele
Goodman ([email protected]).
Club Funding for Smaller Events
Funding for smaller club events is requested through the leadership organization at the
specific campus locations, ASM, Sacramento DSAC, San Ramon DSAC, GAC, and
San Francisco DSAC. Examples of these events include a Halloween Party,
Friendsgiving, Diwali, Lunar New Year, professional forums, and workshops.
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Event Planning Resources for GSM Student Leaders
INVITATIONS/RSVP
Event Registration
For online event registration portals, the GSM uses Eventbrite, Ticket Tailor, Brown
Paper Tickets, and Aventri. Use Aventri or Ticket Tailor if you plan to collect money for
your event. If you plan to not collect money, then you can use Eventbrite. If you have
any questions regarding these tools, contact your program manager.
Basic Template for Invitations
Eventbrite
Description
Logistical
Details
Food Served
Date and
Time
Location
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Event Planning Resources for GSM Student Leaders
MailChimp Invitation
MailChimp is the school’s main mass email platform of choice. We maintain all contact
lists and opt-in/opt-outs through our main GSM MailChimp account.
If you plan an event and would like to reach segments of the GSM community (internal
or external) with media-rich evites using our branded templates, please contact and
consult with Executive Director of Marketing and Communications Tim Akin, or Director
of Web Marketing Lisa Nguyen. They will consult internally on the event topic, the
cadence/schedule of emails already in our queue and the best channels to reach
audiences.
Guest Lists
When considering a guest list, the following groups are maintained in MailChimp:
current students from all six programs (Full-Time MBA, Sacramento MBA, Bay Area
MBA, Online MBA, MPAc and MSBA), faculty, staff, alumni (all or by specific
geographics), donors, business partners and friends of the School.
To reach out to GSM alumni, including the GSM Alumni Board, via email or other
means, please contact Assistant Director Karim Zelenka with plenty of lead time.
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Event Planning Resources for GSM Student Leaders
PROMOTION, MARKETING AND COMMUNICATION GUIDELINES
Posting information on club websites or any GSM website including the GSM web
calendar, each club will need to work with the Marketing and Outreach representative
that is on the student leadership organization for their program, e.g. ASM, GAC, or
DSAC. The representative from the student leadership will then work with the
Marketing Team, Lisa Nguyen, Director of Web Marketing
([email protected]) or Executive Director, Marketing and Communications,
Tim Akin ([email protected]).
After the event has a web presence on the GSM event calendar, send the URL to
Development with a few lines explaining the event. Development will include your event
and description in their quarterly Top Ten Event email that goes out to alumni.
For information on contacting current students, faculty and the Dean’s Office, please
contact your program manager regarding student enewsletters or other avenues.
Events on GSM Web Calendar
All student events should have an event page on the GSM web calendar. Again,
please send event specifics and any graphics/images to [email protected]
Development will also consider your event and description in theTop 10 Events email
sent periodically to alumni.
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Event Planning Resources for GSM Student Leaders
Places to Promote Your Event-Multi-Channel Marketing
Publication For Assistance Contact
A
lumni
A
ccelerator Newsletter Director of
A
lumni Relations
Classroom or Virtual Classroom
Announcements
Program Manager or the
instructor of the course
Emails-GSM Group Lists Program Manager
Face to Face
Student Leaders, GSMSA Board
and Club Leaders
Flyers and Posters Program Manager
Display Monitors at our
Locations
Program Manager, EMS,
Director of Web Marketing
GSM Social Media
Social Media Strategist Amy
Davis
GSM Website
Student Leaders (Program
Managers), Director of Web
Marketing
Invitations & Save the Date
(Email, slack, or Hard copy)
Student Leaders, Director of
Web Marketing
On-Prem Pre-Class Slides and
White Board Announcement
ASM and DSAC Leaders,
Course Instructor, Program
Managers
Student E-Newsletter Program Manager
What’s App
ASM and DSAC Leaders, Club
Leaders
Program Event Facebook Page
A
SM and DSAC Leaders,
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Event Planning Resources for GSM Student Leaders
Use of Official UC Davis and Graduate School of Management Logo Use
The GSM’s official logo contains the UC DAVIS word mark, which is trademarked and
property of UC Regents.
The GSM has been deputized to oversee the use of the GSM logo by student groups.
To meet campus requirements, we have developed a “GSM Affiliate Logo” that can
be used by official student groups.
If your club uses this logo on any separate club web site, the following disclaimer
must appear. It can be discreet.
UC Davis makes no warranties, either expressed or implied, concerning the
accuracy, completeness, reliability or suitability of the information contained
on these Web pages or of the security or privacy of any information collected
by these Web pages. All views expressed in this Web site are those of the
author and not UCDavis. UC Davis logo used by permission.
These limitations are established, in part, due to risk management issues involving
student club activities as well as a need to control the use of official Campus logo, its
trademark, and the brand value that extend from them.
Obtaining the GSM Affiliate Logo
Please visit the GSM Marketing Toolbox and click on the “Logos” tile:
https://gsm.ucdavis.edu/intranet/marketing-toolbox Download from Box the Affiliate
Logo Folder zip file and extract to obtain the logos in various formats: jpg, eps, png. If
you need assistance with these logos, please contact Executive Director of Marketing
and Communications Tim Akin
PLEASE DO NOT ALTER OFFICIAL CAMPUS LOGOS OR INSIGNIA.
UC Davis Name and Trademarks
All variances of names and visual representations of the University of California, Davis,
are considered UC Davis trademarks.
The marks include any trademark, service mark, name, logo, insignia, seal, design, or
other symbol or device associated with or referring to UC Davis. Also included are any
words, phrase, or image that implies association with the University, such as “Cal
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Event Planning Resources for GSM Student Leaders
Aggie” or “Go Ags!” The University owns and licenses these trademarks and must
approve their use.
Rules to Follow
1. Groups are not permitted to use the UC or University of California, Davis seal or
“Cal Aggie” logo
2. Student organizations may use the University name (including any abbreviation)
only to describe its location, but not as part of its name. Example: “Social Club at
UC Davis” is permitted, but “UC Davis Social Club” is not permitted. Examples of
proper use: Davis Net Impact, Wine Consulting Group at UC Davis
Student organizations may use the term “Aggie” as part of a name, but not “Cal
Aggie.” Example: “Aggie Cultural Association” is permitted, but Cal Aggie Cultural
Association” is not permitted. If the name of your group is the same as, or very
similar to, that of another group (campus or off campus), then you must clearly
differentiate your group’s name. Terms that may help you differentiate your name
include “at UC Davis” or “Campus Chapter of.” Examples: Campus NOW, Campus
Chapter of Girl Scouts
GSM Marketing Toolbox
Please visit our web Marketing Toolbox for tools and resources to help tell your story.
https://gsm.ucdavis.edu/intranet/marketing-toolbox
You’ll find customizable GSM-branded Zoom backgrounds, logos, campus colors,
information about photography and videography services, social media, campus brand
guidelines, and more
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Event Planning Resources for GSM Student Leaders
APPENDIX
Event Timetable for Students
The best practice is to determine the date of your event first and then work backwards
entering specific dates on a timeline table or grid. You can use the following table as a
guideline to help you determine the dates of when tasks need to get accomplished.
Just fill in the “Date” fields according to your specific event needs.
EVENT PLANNING TIME-TABLE FOR ON-PREM LARGE EVENTS
Time Frame Date Task
12-10 months pre-event TBD
Conceptualize/Envision your event: purpose and
objective, theme, fun activities, workshop, casual,
formal etc.
12–8 months pre-pre-
event start date
TBD Choose a venue and set-up contracts as soon as
your event type has been determined. Reserve it and
start working with the venue on all logistics
6-4 months pre-event TBD
Complete the major programming—schedule
speakers, workshop leads, auctioneers, etc.
5-4 months pre- event TBD Start developing all project plans, marketing
collateral, flyers, invitations, and web designs to be
ready to go public 4-3 months prior to beginning of
event.
5-4 months pre-event TBD
Send examples of marketing collateral to Tim Akin for
feedback
4 months pre-event TBD Start the process of solicitin
g
sponsorships for your
event
3-2 months pre-event TBD
Event announcement to the community and through
other GSM channels
3-2 months pre-event
start date. (or as soon
as venue and theme is
finalized)
TBD
Add event to EMS calendar to reserve rooms in
Gallagher Hall if applicable.
3-2 months pre- event TBD
Set-up online registration for the event or have
invitations ready to be sent
1
3 months pre- event TBD
Promote your event on the GSM website, add to the
web event calendar. You can add tentative
information at this point and continue to update as
planning continues
2 months pre-event
Save the date email sent out
2-1 months pre-event TBD
Submit alcohol permit if event is being held on
campus
2 months pre-event TBD
Order catering with expected number of attendees
(this can be updated and changed one week pre-
event depending on the vendor)
2 months pre- event TBD Draft email invitation to event—MailChimp
1
Create an early bird incentive discount that is scheduled to end one month pre- event starting.
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Event Planning Resources for GSM Student Leaders
EVENT PLANNING TIME-TABLE FOR ON-PREM LARGE EVENTS
Time Frame Date Task
6 wks. pre-event TBD
If applicable, print or send invitations i
f
using bulk
mailings for mailing—US mail
2 wks. pre-event TBD Send first e-reminder with rsvp information for those
who have NOT responded yes or no
3 days pre-event TBD
Send email reminder to attend the event to those who
responded they would be attending
3 days pre-event TBD Send RSVP list with donor names included to
Development and External Affairs
2 days pre-event TBD
Gather items needed for event and get everything
ready to be transported to venue
Day of Event TBD Yay!! You made this happen!
Immediately following
event
TBD
Clean-up Venue (if GSM venue) and remove all your
equipment. If in GSM facility, empty trash and
recycle. Wipe down tables and remove all equipment.
Leave space exactly as you found it.
1 wk. post event TBD Send thank you emails o
r
cards to guest speakers
2 wk. post event TBD
Track and organize all expenses and receipts and
submit to the ASM, Sacramento or Bay Area DSAC
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Event Planning Resources for GSM Student Leaders
EVENT LOGISTICS AND PLANNING TABLE
You may use the following tables as a template to plan your event. Contact your
program manager for any additional resources or suggestions.
NAME OF EVENT
DATE
PLANNING
EVENT SUMMARY
Event Name
Date
Time
Location
A
ccount #:
Registration Url:
Invitation drop date
and RSVP Deadline:
BUDGET INFORMATION
Spending Budget
Actual Costs
ON-PREM EVENT PLANNING TEAM
Event Planner/Lead
Assistant
Coordinator
Facility Manager
Facilitator
Translators
Technical Support
Lead
Other Event Staff
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Event Planning Resources for GSM Student Leaders
V
IRTUAL EVENT PRODUCTION TEAM
Host
Co-Hosts
Waiting Room
Manager
Chat Manager
Breakout Room
Manager
Question and
Answer Manager
PowerPoint
Advancement
Invitations
Communication (Mail
chimp, email, GSM
Website)
Invitation Content
Event Description
What will be served
Logistical Details
Date & Time
Location
Ability to add to
calendar
FINAL OVERALL ATTENDANCE
# Invited # RSVP
# No
Show
# Show w/o
RSVP
Total #
Attended
% Drop Rate
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Event Planning Resources for GSM Student Leaders
EVENT CONTRACTORS
CONTRACTOR NAME:
Service Terms Date Finalized Point Person
Contracts Created
Agreements
Confirmed
Contracto
r
NAME:
Service Terms Date Finalized Point Person
Contracts Created
Agreements
Confirmed with
Business Office
EVENT REGISTRATION
Point Person:
Task Date Completed:
Eventbrite/Aventri set up?
Evite draft sent to Tim
A
kin and Lana Watts?
Evite drop date:
Evite Reminde
r
to Registe
r
drop date:
RSVP list from registrations sent to Lana Watts
(3 days prior)
Update RSVPs in
A
IS?
Send RSVP list to Lana Watts (3 days prior)
Update
A
IS with final participants (post event)?
Finalize event summary (share with program
managers and Lana Watts)
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Event Planning Resources for GSM Student Leaders
MARKETING
Point Person:
Task Date Completed:
Create Web page (Reviewed by Tim
Akin)
Add to Calendars (Student Affairs and
Development)
A
dd to GSM Web Calenda
r
A
dd to EMS (room reservations)
A
dd to Dean’s Calenda
r
Create Web page
Send info to Student E-News (all
programs)
Send info to Alumni news
Posted on Twitte
r
Posted on Facebook
Othe
r
Social Media
Guest List Servs: Community, Faculty
etc. (see GroupDistributionLists)
VENDORS/SERVICES
Service
V
endor Cost Estimate Actual Cost
Print Program
Facility Rental
Rental/Reserved
Catering
Transportation
Audio Visual
Photographer
Other Equipment
RESERVATIONS
Type
Start
Date
End Date
Confirmation
#
Cost
Venue1:
Venue 2:
Hotel Room
block
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Event Planning Resources for GSM Student Leaders
EVENT AGENDA/SCHEDULE PROGRAMMING
Schedule for Program Booklet
Date Time Programming Speaker, Title
EVENT SPEAKERS
SPEAKER NAME: POINT PERSON:
Presentation Title
Bio received
Photo received
Instructional
Materials
Received/handouts
AV Needs
Permission to record
presentation
A
rrival Time
Parking Pass and
Directions Mailed
Othe
r
Needs
Hotel Reservations
Speake
r
Gift
Thank you letter
sent:
SPEAKER NAME: Name of
Speaker
POINT PERSON: Designated Staff
Presentation Title
Bio received
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Event Planning Resources for GSM Student Leaders
Photo received
Instructional
Materials
Received/handouts
A
V Needs
Permission to record
presentation
A
rrival Time
Parking Pass and
Directions Mailed
Othe
r
Needs
Hotel Reservations
Speake
r
Gift
Thank you letter
sent:
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Event Planning Resources for GSM Student Leaders
V
ENUE SET-UP
Venue
Room
Reservation Date
Venue Coordinator
(VC)
VC Email
VC Office Phone
VC
Cell/Emergency #
Set up time
Prog. Start Time
Breakdown Time
Confirmation#
Estimated cost
Other details
ROOM STYLE
Number of people
Number per table
Number of Tables
Set-up Style:
Theater/Lecture
Banquet Rounds
(Full Circle or
Partial Circle)
Highboy/Cocktail
Tables
Other Setup
Food/Beverage
Station
Check-in table
Other Set-up
Needs
ROOM STYLE
Unlock Doors
Additional Custodial
Svc
Music
Entertainment
Decorations/Ctr
Pieces
Video Taping
Photography
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Event Planning Resources for GSM Student Leaders
Rentals
Printed Materials
Reserved Parking
Trash Cans
Altered Watering
Permits
Cal Aggie Hosts
Giveaways
Ticket Info:
ADDITIONAL ITEMS
ITEMS Descriptions Point Person
Directional Signs
Additional Furniture
GSM Lectern Sash
Other GSM Signage
UCD Special
Services
Move Furniture
Ordered
Estimated Cost
Cost
Additional
Information
Music during event
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Event Planning Resources for GSM Student Leaders
CATERING
Meal-Type
(Breakfast, Lunch,
Dinner)
Company
Contact name
Email
Phone
Cell/Emergency #
Arrival time
Service Time
Estimated cost
Equipment ordered
Menu
Type of service
Multiple menu
options
Special dietary
requests
Serviceware
Linen color/napkin
color
Centerpiece
Flowers-colors
Candles
Other
Bar
Hosted/Cash
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RENTALS
ITEM DESCRIPTION POINT PERSON
Equipment
Company
Contact name
Email
Phone
Cell/Emergenc
y #
Arrival Date
Arrival time
Retrieval Date
Retrieval Time
Date Ordered
Date
Confirmed
Estimated cost
Actual Cost
Other details
Notes:
Quantity
Cost
Total
A
V
EQUIPMENT
AV Needs:
Microphones
Laptop
Projector
Screen
VCR/DVD player
Video Conferencing
Video Taping
Other
Technical Staff
Contact name
Email
Phone
Cell/Emergency #
Arrival time
Estimated cost
Date Ordered
Date Confirmed
Equipment ordered
Other details
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PHOTOGRAPHY
TYPE DESCRIPTION POINT PERSON
Photographer
Special Photos
Company
Contact
name/responsible
Email
Phone
Cell/Emergency #
Arrival time
Estimated cost
Date Ordered
Date Confirmed
Equipment ordered
Other details
PERMITS
ITEM DESCRIPTION POINT PERSON
Parking Permits
Guest Speakers
Attendees
Date Obtained
Fire permit
Date submitted
Date approved
Alcohol permit
Date submitted
Date approved
Sound permit
Date submitted
Date approved
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ADDITIONAL MATERIALS
Event
Schedule/Program
Name Tags
Award Certificates
Menu Cards
Place Cards
Evaluations
GUEST GIVEAWAYS/PRIZES
Giveaway Item
Quantity
Vendor
Item Description
Company
Item #
Color
Imprint/Logo to use
Date ordered
Date Needed
Estimated Item Cost
Final Cost
Prizes Needed
Item
Qty
Cost
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STUDENT AFFAIRS CONTACTS
Jason Choi
Program Manager
Sacramento MBA
(916) 307-8883
Shachi Govil
Associate Director
Master of Science in Business
Analytics
(
650
)
520-9266
Valerie D. James, J.D., Esq.
Assistant Dean of Student
Affairs
(530) 752-7658
Camille Mack
Admissions and Operations
Specialist
Master of Science in Business
Analytics
gsm-msba-
Inger Maher
Senior Director
Student and Academic Services
(530) 754-7529
Alex Minnis
Associate Directory
Master of Professional
Accountancy
(530) 752-9555
Jacqueline Romo
Assistant Director
Student and Academic Services
(530) 400-4485
Sayana Saing
Program Manager
Bay Area MBA
(
925
)
208-9535
Diana Vail
Program Manager
Online MBA
(
916
)
920-1399
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MARKETING & COMMUNICATION
Tim Akin
Marketing & Communications
(
530) 752-7362
Amy Davis
Social Media Specialist
Lisa Nguyen
Web Marketing
[email protected] (530)
752-5431
EXTERNAL RELATIONS & DEVELOPMENT (ALUMNI & FUNDRAISING)
Lana Watts
Senior Director of
Development & External
Relations
(530) 752-8828
Karim Zelenka
Assistant Director of Development
(530) 304-8757
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BUSINESS OFFICE
Steven Escobar
Business Office Analyst &
Facilities Manager
(530) 752-9925
Michele Goodman
Director of Administration and
Human Resources
[email protected] (530)
752-8878
Jim Kelly
Assistant Dean for
Finance and
Administration
(530) 219-5245
SACRAMENTO AND BAY AREA FACILITY OPERATIONS
Sergio Esquerre
Bay Area MBA Instructional Operations
Manager
(925) 543-8076
Dedan M. Sims
Sacramento MBA
Instructional Operations
Manager [email protected]
(916) 734-3937
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Contacts
Marketing Tim
A
kin (530)752‐7362
Social Media
A
my Davis [email protected]
Alumni Speakers &
Invitations
Karim Zelenka (530) 304-8757
Gallaghe
r
Hall Facilities Steven Escoba
r
(530) 752-9925
Sponsorships Michele Goodman (530) 752-8878
Planning & Advising
MSBA
Shachi Govil (650) 520-9266
GSMS
A
Funding James Kelly (530) 219-5245
Planning & Advising
MSBA
Camille Mack
Planning &
A
dvising Inge
r
Mahe
r
(530) 754-7529
Planning & Advising
MPAc
Alex Minnis (530) 752-9555
Planning & Advising Full-
Time MBA
Jacqueline Romo (530) 752-3593
Planning & Advising
Sacramento MBA
Sayana Saing
ssaing@ucdavis.edu
Online Program Manage
r
Diana Vail [email protected]
Fundraising Lana Watts (530)752‐8828
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APPENDIX 1: ASKING FOR MONEY: Only one step of many in fundraising
Copyright 2009 – Mel and Pearl Shaw
Fundraising Terms:
Identification: create a list of potential donors/companies
Cultivation is getting to know your prospective donors and letting them get to
know your club/organization.
Solicitation is when you ask for money. This is the one piece of the process that
is sometimes mistakenly seen as the whole.
Acknowledgement is when you thank and acknowledge donors for their gifts.
This includes sending thank you letters, including gift acknowledgements, in your
annual report or newsletter. Let donors know how you spent their money and
stay in touch with them through the year (not just when it is time to ask again).
Engagement brings your donors closer into the life of your club/organization and
what you are trying to accomplish. Many donors can give more than money.
They can give their time, provide technical expertise, help secure resources and
services at reduced prices or advocate on your behalf.
Stewardship keeps you in relationship with your donors. You think about them at
times other than when you are in need of money. You invite them to events, keep
them updated on your organization’s programs, successes and challenges,
introduce them to new club officers, let them know what the club is doing this
year. As you can see, fundraising is just one part of development. Don’t try to
save money or time by treating donors as an ATM machine. Remember to focus
on all the steps in the development process. TAKE A LONG TERM VIEW!
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STUDENT FUNDRAISING GUIDELINES
The GSMSA is a tax-exempt organization and is therefore, able to issue tax receipts
for donations. The thank you letter from the student organization should include tax
language. This is based on the fact that the organization a 501c3 (non-profit status)
and that it has autonomy regarding how it uses any money raised for the benefit of the
organization.
In soliciting gifts, student organizations must not act as a representative of the
University – the name of the University can be used only to identify the location
of the group.
While you are not raising funds for the GSM or UC Davis (unless the funds are going to
the student activities fund), please do remember that you are ultimately representing
the campus. It is important to ensure anyone in contact with potential donors upholds
the professional and courteous reputation of the university.
Also, you are asked not to contact GSM Business Partners or Dean’s Advisory Council
members. Please contact Lana Watts to discuss your interest in contacting these or
other groups.
Before approaching alumni, please contact the director of alumni relations.
For tracking purposes, you are expected to notify Lana Watts or the director of alumni
relations of donations received so that the GSM can continue to thank these people for
their on-going support and so that we do not over-ask any one group or individual.
There are times where a student group has solicited a donation and the donor
requests/requires a receipt. Again, please immediately speak with Lana Watts or the
director of alumni relations so we can assist you in this process.
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APPENDIX II: Tips for Club Fundraising and Event Planning & Implementation
(written by a former ASM President)
How can a group with constantly changing members create a reliable fundraising
stream?
Ensure early hand-over/induction of new members/officers/volunteers
o Involve incoming members/students as early as possible and work together
on projects to ensure knowledge from past years lives on within the club
Create/maintain guidelines/records/history or best practices of fund-raising activity
in the past so that new members do not have to “recreate the wheel”—be sure to
keep adequate records of donations and donors.
Maintain records of past club/committee members so that future
sponsorships/donations can be solicited from these people—they are likely to be
willing to donate if they can.
Incorporate local membership dues if not already in place (in addition to national
chapter dues). Ensure that general accounting practices are applied.
What elements have we seen in successful events?
Location/ambiance
Using an interesting, relevant speaker, film, or other attraction
Understand your audience
Timing/Planning-create a timeline starting with the event date and working
backwards: understand and avoid date conflicts (other events, exams, midterms,
holiday weekends, etc.—consider leveraging on an existing event or holiday as an
option to save money, and pool resources). Don’t forget logistics:
o Recycling bins on-hand
o Traffic flow for event/set up of venue
o Invitations/save the date sent well in advance, at least 4-6 weeks
Special lighting/special effects: candles are cheap, so are white Xmas light
strings… cloth can be cheap, consider draping possibilities (and recycle/store for
future events)
Donation of food/drink— or decorations/giveaways/etc.
Food is a very variable cost! Think simple
Some facilities have basic/standard decorations or equipment that can be used
free of charge, be sure to ask when booking a facility
Music—adds a great deal to atmosphere—can be as simple as a member
bringing in a portable player…or bringing in CDs to play on facility sound
Make sure your event objective is clearly defined…Why are you doing this? What
are you hoping to achieve? Make sure planning supports the overall objective ---
ensure budget, staffing, etc. are all in line
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Evaluate events: post-mortems--- brainstorm on how it could be better next time,
learn from mistakes (and successes!) and record that information so the next
event builds upon the success of the last one.
Describe the “mindset” of a fundraiser.
Always looking for connections—find ways to involve or engage the greater
community—includes ensuring recognition and thanks for those who help with
time and/or money
Building relationships is what we do—“friend raiser”
Listening skills are important; listen to understand how to better engage
fundraisers
THANK YOU, THANK YOU, THANK YOU: NEVER forget to follow up every
gift/sponsorship/etc. with a formal thank you: a letter, email, a phone call--- make
sure each and every donor is thanked in a timely manner. This is paramount in
fund-raising!
Think more about an ongoing relationship with donors rather than just for your
one year of raising money at the GSM.
How does one go about setting up an effective corporate or individual sponsorship
solicitation?
Have a well-thought-out plan/strategy for what you are trying to achieve. Build
confidence amongst your corporate friends in your club chapter leadership
A compelling pitch/executive summary. What are you trying to achieve? Why
are you asking for sponsorship? How will support help achieve your goals?
What does the corporate sponsor get out of it (signage, recognition at
event(s)? Special invitations, or a number of complimentary invitations, etc.?)
Consider approaching corporate partners whose interests fit with your chapter,
have an affinity for your club values: consider your target audience and what you
are “selling”
Ensure thanks/recognition is accomplished … be professional and take your
corporate sponsors seriously--returning sponsors are ultimately what you would
like to cultivate
Consider your community of corporate donors (who are your prospects)
o Local companies in the area
o National companies that you, your club, or your fellow classmates have
some sort of connection to
o Speak to your campus development officers- they may have
suggestions/ideas: make sure you are coordinating efforts with them in
advance
o Read local/national newspapers—understand who is involved in these
kinds of activities
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o Where do you have alumni? Look at the alumni online directory, the
LinkedIn Alumni Feature and coordinate with Karim and Lana who work
with alumni.
PLEASE, before contacting any GSM donors or volunteers, discuss your interest
with Lana Watts in advance. Once you begin fundraising, keep records of
interactions with alumni and others and share with GSM Development Office for
continuity.
Logistics of corporate sponsorship
All letters should be formal and always address your letter to a named person
phone up the company and ask who deals with sponsorship/marketing
Show what you can offer the sponsor in return for their investment. Focus on
sponsor recognition, alumni connections, and interactions with students. If there
is an incentive that has value, you will have to discount their donation by the “fair
market value” they will receive from a ticket or other incentive.
Always give a figure of how much sponsorship is required and what it is used for
- state who benefits
Initial letters should be no more than one-page long
A more detailed breakdown of your proposal should be available on request. This
should include: a detailed CV of your own or your organizations RELEVANT
history and achievements; a comprehensive breakdown of all the costs and full
details of what you can offer any potential sponsor
Speak to the GSM Marketing and Communications director to see how you can
contact your local papers/radio stations and ask for help in publicizing your case.
The local paper could print an open letter to potential sponsors. Ensure you are
following UC Davis policy for fund-raising when doing this!
Find possible sponsors through Yellow Pages and your local Chamber of
Commerce.
If any of your fellow clubs/organization on campus have found a sponsor, ask
them for help and advice on how to attract funding
Ask the advice of a local businessperson: they could help point you to a local
company who may be interested, or to an individual who supports your cause
Target companies with a history of sponsorship and/or ties with your mission
(also consider their competitors)
Have one person coordinating all sponsorship proposals - this person should be
available on the phone during working hours or via email
Always follow up your initial contact, either by letter or preferably by phone. Even
if the response is negative, you should still thank them for their time… they may
become a sponsor in the future.
Perseverance is likely to be the key
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How do you “get in the door” with an organization if you don’t know anyone there?
Look for marketing/PR contacts or community service contacts on their website,
annual report, etc.- also do Google searches on the company, look at checking
press releases for contact information of a specific person. Once inside, it is
easier to navigate and find the person you should be talking with.
Check to see if your faculty advisor or any other contacts you might have on
campus know anyone within the organization you are trying to approach
What does one do to keep up morale in the face of a string of “no’s”?
Understand, just as in business, that you need a pipeline: for every yes, there are
7-10 no’s…you can’t take that personally
Help each other… keep your teammates (fellow committee members, other
chapter chums, whoever-) informed of both your successes and
frustrations…support each other, prop up morale.
Cheap “wow”s: the shoestring budget
Host a meeting outdoors at sunset instead of in a ballroom/classroom
Use of private homes (your faculty sponsor, perhaps?)
