Putting together an effective event means planning ahead, organizing efficiently, and communicating at the right times. Make your event successful, well-attended, and memorable.
You have this great concept of an activity but don't know if there is something going on at another campus that might conflict with your event. Check out the AD Astra Room Scheduling System to find out what is going on at the college.
Once you pin down the "who, what, when, and where"; make your space reservation, and submit it to the collegewide online calendar.
Now, it's time to start planning and covering the details. By using an event checklist you can be sure that you are reminded of the smallest details.
If your event budget has money earmarked for creative services, you may request assistance from the OCM team. Fill out the Marketing Needs Request Form, and someone will get back to you as promptly as possible.
There are also ways to promote your event at no cost such as sharing information on listservs, posting your event on community calendars, and sharing with the college's social media ambassadors team.
Events are often held indoors but once in a while your event requires that it be outdoors. At this time the college doesn't own a tent, but if your budget allows, you can rent one and other items such as staging, battery powered PA systems, linens, pipe, and drape.
|Service Needed||Approved Company|
|Tents, tables, linens, pipe and drape, china, audio visual, heating/cooling, port-a-potties and staging||Marquee Tents and Events 4616 West Howard Ln. Bldg. 4, Suite 400 Austin, Texas 78728 Tel: 512-491-7441|
|Premiere Party Central 11810 Manchaca Rd. Austin, Texas 78748 Tel: 512-292-3900 , 8868 Research Blvd., #304 Austin, Texas 78758 Tel: 512-870-8552|
|Capitol Tent Rental 1800 South Lamar Blvd. Austin, Texas 78704 Tel: 512-447-4978|
|Austin's World of Rentals 1305 W. Oltorf Street Austin, Texas 78704 Tel: 512-444-7522|
|Walkie Talkies||GEAR 4822 E. Cesar Chavez Austin, Texas 78702 Tel: 512-485-3131|
|Inflatables and Concession Goods||Lonestar Moonwalk 9202 FM Rd 812 Austin, Texas 78719 Tel: 512-243-9499|
|Bounce Across Texas Tel: 512-504-9998 Email: email@example.com|
|Three Ring Service Tel: 512-448-4447 Email: firstname.lastname@example.org|
|Hop-a-lot Moonwalks 1101-D South Industrial Drive Round Rock, Texas 78681 Tel: 512-528-1233 Email: email@example.com|
|Barricades||N-Line Traffic Maintenance 11101 Decker Lake Austin, Texas 78724 Tel: 512-836-0808|
|Golf Carts||Kenfield Golf Carts 13357 Pond Springs Rd. Austin, Texas 78729 Tel: 512-258-8515|
Often, event planners have little mementos of the occasion that guests can take away. Printed or branded items can be ordered by using only approved promotional item vendors. Please visit our Merchandising and Licensing page for more information.
It may sound challenging, but it is possible to make your event sustainable. Refrain from using non-recyclable food containers and handing out too much paper. Use recyclable materials such as compostable paper cups, plates, and utensils. Use bulk beverage stations in lieu of bottled water. Re-use event banners by not dating them. Help the environment by putting out bins marked trash, recycle, and compost. To find out more about the college's effort for sustainability, contact the sustainability office.
Some of us are asked to represent the college at a fair, festival, or business expo. Make sure that you have what you need before you get there. Pack materials that are relevant to your audience. Student success guides, course schedules, pens, program cards, and a few giveaways. Don't forget display pieces that will make your booth or table attractive. Contact the OCM office to reserve display items in advance of your activity.
Campus managers have a tri-fold table top display, table drape, and banner that are available for loan for events. The Office of Communications & Marketing has a large display unit (floor to ceiling) and a tri-fold table top display that can be borrowed. Note, it is the client's responsibility to provide graphics and other elements for display.
The OCM event coordinator can offer advice or assistance with your on- and off- campus events. Contact Dahlia Anzaldua-Torres at 512-223-7595 or email firstname.lastname@example.org to set up an appointment to discuss your project.