Planning and executing successful events requires a great deal of time and energy, as well as the concerted efforts of many members of your Club executive and membership teams.  The following tips have been prepared as a highlight of what you should keep in mind as you begin the event planning process for your Club.

1. Plan Early

The earlier that you begin your planning, the more opportunity you will have to refine your event ideas and ensure a successful outcome.  During the summer, try to outline potential Club events and speakers for both the Fall and Spring terms, because once school begins, everyone’s time is compressed with academics and recruiting. Talk to the Career Centre, Development Team, Alumni Network, & Rotman Events Team for ideas and areas to collaborate, join forces/co-host events.

You should be evaluating your Club events yearly; every event has a life cycle and you should not assume that the same event will be successful in subsequent years simply because you replicate it.

2. Think Strategically About Events

Think strategically about the overall event plan for your club.  Some things to consider:

• Timing – are you adding an event to an already busy time?
• Quality vs. Quantity – organizing one or two events well is more effective than multiple, poorly planned events.
• How do Club members want to connect with the industry or topic and its relevant issues? Does the event meet those needs?
• New Events – try starting small. Target the event at key stakeholders.  An event does not have to fill the Event Hall or Fleck Atrium to be considered successful.
• Explore partnership opportunities between your Club, other Clubs and areas such as the Rotman Career Centre or Rotman Events Team. Joint events are great for sharing resources & time.

3. Selecting Speakers and Planning Event Content

Speakers, facilitators and panel mediators should be chosen based on the appropriate size and scope of your event, and should be individuals who will most effectively speak to the topic(s) and audience that you have identified.

You can research potential speakers and topics by:

• Finding out where personal relationships already exist – where did classmates work before coming to Rotman and over the summer, and/or who are their mentors and contacts?
• Talk to the Rotman Development Team, Alumni Office, Events Team, Career Centre and Faculty.
• In the media – magazines, newspaper articles, web media, and speaker’s bureaus; cold calling does work.

4. Pay Attention to Details & Logistics

The GBC Clubs Event Booking Form can be used as a logistics template when planning each of your events.  The Event Planning Checklist can also help you keep track of many details.

Guidance and questions regarding event planning and logistics can be directed to the Program Coordinator, Student Experience and Events in the Program Services Office.

5. Marketing Your Event

Even the most well planned events will not be successful without proper and timely marketing to your potential audience(s).

• Ensure that you consider your audience base and communicate with enough lead time to ensure attendance.
• Utilize a host of different mediums for marketing, based on the needs of each of your audience groups.
• For large events, where you feel media resources may be of benefit, seek the advice and assistance of the Manager, Media Relations (Ken McGuffin).
• No Mass emails! Use the GBC Newsletter for advertising or the mailing list for club members.

6. Be Realistic!

Having realistic expectations about your event will help you to plan appropriately and ensure success.   Some of the key things to keep in mind:

• Distribution of work among Club members – one person can’t do it all.
• All Club members have academic, work and personal commitments outside of the Club and events.
• The School is very busy with events being organized by students, faculty and the Dean’s Office – how many can your club realistically plan and hold?

LAND ACKNOWLEDGEMENT (should be addressed at the start of all events)

“We wish to acknowledge this land on which the University of Toronto operates. For thousands of years it has been the traditional land of the Huron-Wendat, the Seneca, and most recently, the Mississaugas of the Credit River. Today, this meeting place is still home to many Indigenous people from across Turtle Island and we are grateful to have the opportunity to work on this land.”