Event Planning and Protocol

Event Planning and Protocol
Getting Started Okanagan College

Getting Started

Regardless of size and scope, events are opportunities to build on the positive reputation of Okanagan College. They must be well organized, well executed and support the key directions of the institution.

The first step in planning any event is to think about why you're having it and what you hope to achieve. These questions should help you gain the necessary focus.

What & Why
  • Who is your audience?
  • What is the appropriate time of day? Breakfast, midmorning, cocktail hour?
  • What is the dress code for guests?
  • What is the goal of your event? To honour someone, to present information, to raise funds? To announce a new project or program? What message do you want attendees to receive?
  • Is this event of interest to the media?
  • Who is your audience?
  • Determine key players: speakers, honorees, hosts, and institutional, or government dignitaries.
  • What is the appropriate size of the guestlist?
  • Who must and who should be invited and who should speak, according to protocol?
  • Contact all key players to determine as many potential dates and times for your event as possible.
  • Be mindful of holidays, as well as other institutional and community events that may draw the same audience.
  • Will this event conflict with or be held in conjunction with other campus events?
  • Will it disrupt students or classes?
  • Assigned seating or general admission?
  • What is the appropriate venue? Indoors or outdoors, on or off campus?
  • Will you need a stage, podium, chairs, a public- address system, coat racks?
  • Do you need AV equipment?
  • Do you plan on using music? See information and forms for mandatory music licensing.
  • Where will people park?
  • What is your budget?
  • How elaborate will the event be?
  • What is the appropriate time of day? Breakfast, midmorning, cocktail hour?
  • What is the dress code for guests?
  • Assigned seating or general admission?

Read through our Event Planning Checklist, a step-by-step countdown to your event.

Quick Links
Event Timeline
Speaking Protocol
Event Plan
Promoting Your Event
Print Materials
Catering and Alcohol
Seating Plan
Greening Your Event
Event Planning Resources
Okanagan College
Event Checklist

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