University Events – Event Opportunity Assessment
Event Name:
Event Date:
Event Location:
Start Time:
End Time:
Estimated Attendance:
Event Owner: (Who is responsible/making decisions?)
Email Address:
Event Stakeholders: (Departments
participating/benefiting)
Is this a
NEW or
RECURRING event?
What is the purpose of this event?
Event Description:
Objectives:
What are your desired outcomes for this event?
Program Outline (brief):
Goals:
How will you measure success?
1.
2.
3.
Target Audience:
Who is your target/primary
audience? Who is your secondary audience?
Message:
What do you want to say to the target audience?
What does the audience need to know/do?
Experience:
Risk Assessment:
1
What do you want the audience to experience?
Theme/Feel?
Identify possible risks and list
strategies to minimize risks.
Do any of the following statements apply to your event? Please check all that apply:
The President and/or his office will be involved
The Provost and/or his office will be involved
Government officials will be involved
Are you interested in having the University Events Office:
Produce;
The Event Office will oversee and be responsible for all planning, execution, and follow up for the event,
consulting on important decisions with the event owner.
Coordinate;
The Event Office will take direction from the event owner to ensure the logistics for the event are well
managed.
Support; or
The Event Office is a resource for the event owner, making connections with on campus and off campus
suppliers and assisting the event owner as he/she produces/coordinates the event.
Made Aware?
The event owner requires no participation from the Event Office, but the event is such that the
University should be aware of the event.
What other Departments/Offices need to be approached to contribute to the success of this event?
Please be aware that these departments have comprehensive communication and events plans for the year, and it may be difficult
to include another event without proper notice. Please meet with each office as early as possible in the event-planning process.
University Communications
UComm requests 6 weeks notice for all projects, and 8 weeks notice for projects that require
printing.
Corporate Partnership Office
Corporate Partners need to be engaged as early as possible, ideally when the event budget is
being built. Any sponsorship needs to be secured prior to engaging University
Communications.
Fundraising (Functional
team)
Please contact the functional fundraising team early in the process, and certainly prior to
invitations being sent.
Office of the President
There are certain formalities required for any event that involves the Office of the President.
Please contact the office with maximum time to confirm protocols and attendance.
Parent Engagement
Please meet with Parent Engagement 4 to 6 weeks prior to your event.
Alumni
If at all possible, please contact the Alumni Office 8 weeks prior to your event.
A particular Faculty or School:
Please understand that faculty members have full teaching loads, and participation in an
event may not be possible. Preferably give notice before the academic year starts.
Spartans
Office of the Provost
Student Life
Other:
Budget
What is the total budget?
What is the GL?
2
Enrolment Management
Sponsorship
N/A
Are there opportunities for
corporate sponsorship/partnership?
Yes
No
If yes, explain:
Have you approached the Corporate partnership Office?
Yes
No
Invitations and Ticketing
N/A
Who is deciding who will be
invited to this event?
Who is compiling the guest list?
Who is providing contact data including contact name,
address or email address?
Who is building the invite list?
Will the guest list be reviewed to determine if there are
other perspective guests that could be
contacted/invited?
Who will manage RSVPs or ticket
sales?
How will guests RSVP or
purchase tickets?
What is the invitation method?
Save the date
Invitations
Final contact (Reminder 1
Print
Print
Print
Email
Email
Email
week - 3 days prior)
What is the VIP strategy? (Invites,
follow up, RSVP)
How will tables be arranged? (e.g.
10 tables of 6)
Who will decide on the layout of the seat chart?
Ticketing
N/A
What is the cost of each ticket?
How are tickets being sold? Vs.
How many are set aside for
VIP/complementary?
How are tickets being claimed?
3
Catering
N/A
Who is providing catering?
Reminder, on campus = Sodexo
What food and beverage is being ordered?
Cost per head or total budget:
Allergies?
UComm –Promotion and Marketing
N/A
What other print collateral needs to be produced?
Posters
Programs
Name tags
Menus
Displays
Name place cards?
Who signs off on collateral?
Digital Strategy?
Website
Electronic Sign
Social Media
Email
Intercomm
Events Calendar
Are you pursuing earned and/or unearned media?
Other?
Do you need a photographer or videographer?
Yes
No
(If you require a videographer, please note the A/V requirements below)
UComm – Signage
N/A
Internal? (Directional, recognition, awareness)
External? (Directional, recognition,
awareness)
Added Value
N/A
Gifts/Take-Aways?
Prizes?
TWU information?
A/V Requirements
Are there any audio or visual
requirements based on programming?
N/A
Microphone (how many?
)
Appropriate adaptors
Projector
Sound equipment
Extension Chords
Computer
Screens
Other
4
Programming/Agenda
N/A
Who will be hosting,
presenting, and/or
performing? And what
part will they be playing?
Allocated Time:
Allocated Time:
Allocated Time:
(List options and alternatives)
Allocated Time:
Allocated Time:
Who has been contacted?
Staffing
N/A
Who is participating/attending from
your team?
What positions need to be filled/
what are the job descriptions?
Who else is required?
Guest Follow-Up Strategy
What is the purpose of
following up with guests
after the event?
How are guests being
followed up with?
Email
Hard Copy/card/letter
Other
Who is following up
Planning Team Follow-Up Strategy
How is this evening being
evaluated?
Who needs to be thanked?
What needs to happen to
close the event?
5
Personal Call
Other
N/A
Please add any additional information
that you believe is not captured in this
assessment.
Please submit your assessment form to the University Events Office
or email it to [email protected].
Thank you for taking the time to fill out this assessment form. The University Events Office looks forward
to partnering with you to produce quality events that reflect the heart and mission of
Trinity Western University.
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