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 can't just put up balloons and call it a celebration.

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.

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.

Be Green.

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.

College Fairs and Business Expos

ACC in a suitcase

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.

For conferences and special events

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.

View available equipment

• Take advantage of early setup times. Avoid setting up your table when the doors open.
• Remember that while a good exhibit may bring people to your table, it is simply a stage for information exchange where you are the focus. You will be remembered more than your display.
• Have brochures on hand, but keep paper to a minimum. You can use handouts to initiate conversation, but it should not be your entire presentation.
• Bring plenty of business cards.
• Avoid eating at your exhibit. Sitting in the chair behind your exhibit doesn't convey a sense of enthusiasm or a welcoming atmosphere.
• Ensure that your exhibit is staffed at all times. If you are absent it sends the message that you don't care.
• Visit other exhibitors when your shift ends. It's a great way to meet other professionals in your field or representatives from organizations that may work with the college.
• Don't wait for visitors to approach you — be friendly, assertive, and sincere.
• Remember that some people may be nervous and reserved about initiating conversation. Ask a passerby, open-ended, yet specific questions such as, "Are you interested in taking a class next semester?" or (when you see them looking at your table), "Did you know that ACC's Health Sciences programs are filling fast?"
• If you are speaking to K-12 students, ask them about their academic experience, their favorite classes, and then lead into questions about their career ambitions.

When in doubt, just ask.

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 anzaldua@austincc.edu to set up an appointment to discuss your project.