Planning Guide | Updated 2016 | Ball State After The Games: Gallery & Student Panel

Table of Contents

Timeline...2
Contacts....4
Event Planning.5
Invitations....7
Promotion.....8
Gallery Components..10
Day-of Logistics.12
Appendix....14

1
Timeline
The purpose of the gallery event is to highlight the work accomplished by the Ball State at
the Games Team. The Ball State After the Games 2016 event included a reception, photo
and video gallery, as well as a student panel discussion. This event allowed for students,
parents, faculty and other guests to hear from the students about their experiences abroad
and the value that the trip added to their education.

Overview
Below is the timeline outlined for the 2016 Gallery Show. With an event date of October 3,
2016, the planning process began as soon as the school year started. This date was selected based
on the summer games during August of 2016. In the future, the planning process could be
extended to begin much further in advanced. These deadlines are based on a rapid planning
process, but could be achieved much earlier.

Tactic Deadline 1 Deadline 2 Final

Meet with Debbie, Ryan and Natalie -- -- 9/1/2016

Contact venues on possible dates 8/30/2016 9/1/2016 9/1/2016

Pick a date -- -- 9/1/2016

Contact selected venue to reserve date -- -- 9/2//2016

Create Facebook event 9/3/2016 9/6/2016 9/6/2016

Share event information on Twitter 9/6/2016 9/10/2016 9/10/2016

Meet with Charlie for room layout 9/12/2016 9/16/2016 9/19/2016

Contact catering for meeting 9/12/2016 9/14/2016 9/16/2016

Debbie/Ryan approve catering contract 9/12/2016 9/16/2016 9/19/2016

Pick pieces to be showcased 9/12/2016 9/16/2016 9/19/2016

Plan how to showcase them 9/19/2016 9/23/2016 9/26/2016

Contact panel members/mediator 9/12/2016 9/14/2016 9/16/2016

Create nameplates 9/26/2016 9/28/2016 9/30/2016

Create sample questions/topics 9/26/2016 9/28/2016 9/30/2016

2
Create invitations 9/9/2016 9/12/2016 9/14/2016

Send invitations 9/14/2016 9/16/2016 9/19/2016

Create promotional graphic and send 9/14/2016 9/16/2016 9/19/2016

Create posters and distribute 9/14/2016 9/16/2016 9/19/2016

Secure event volunteers 9/14/2016 9/16/2016 9/19/2016

Send out media alert to Daily News 9/26/2016 9/27/2016 9/27/2016

Send out pitch email to Daily News 9/26/2016 9/27/2016 9/27/2016

Compile all final works 9/26/2016 9/28/2016 9/30/2016

Create run-of-show 9/26/2016 9/28/2016 9/30/2016

Send run-of-show to all involved 10/1/2016 10/2/2016 10/2/2016

Get gallery giveaway pins 9/26/2016 9/28/2016 9/30/2016

Day-of setting up and perfection -- -- 10/3/2016

3
Contacts

Overview
Below is a list of important contacts for the Ball State at the Games event planning process. Each
played an important role in the planning and/or approval of the event logistics.

Debbie Davis
Ball State at the Games, Public Relations
dadavis@bsu.edu
317-508-2179

Ryan Sparrow
Ball State at the Games
ryanj.sparrow@gmail.com
rjsparrow@bsu.edu
765-285-3560

Arlene Shirk
Administrative Coordinator, Dept. of Journalism
ashirk@bsu.edu
765-285-8203
765-285-7997 (fax)

Student Center Reservations Office

Charlie Scofield, James Conner
reserve@bsu.edu
765-285-1926

University Catering
kjcasada@bsu.edu
Amanda Day, alday@bsu.edu
765-285-3500

Printing Services
http://www.bsu.edu/printingservices
ps@bsu.edu
285-8420

4
Event Planning

Overview
This section will cover the actual planning of the event. This includes picking a date, venue,
room layout and menu. All of these decisions will depend on which venue you choose and how
that will influence your budget. Remember to get all of these decisions approved by Ryan and
Debbie, specifically any contracts or agreements.

Picking a Date
Pick the best date for your audience
Check date with campus and department calendar
Do not compete with other popular events
Weeknights are usually best for students and professors
Will be based on the availability of your venue
Be sure to give yourself enough time to plan
Stay relevant-- dont wait too long!

Picking a Venue
Consider your budget and what you can afford for the size space you need
Student Center rooms are free of charge to students
Be sure to select a location that is easy for attendees to access (campus)
L.A. Pittenger Student Center
Minnetrista
Horizon Convention Center
Cornerstone Center for the Arts
Select the best space for the programming of your event
Consider technology, catering, interaction, etc.

Room Layout
Be sure to discuss the room layout with your venue contact as soon as you know the
details of the event
It is crucial that you see a diagram of the layout and approve this to avoid confusion on
the day of the event
This will help you visualize the space you have the movement of the event
You may need multiple types of layouts in one space (dining area, gallery area, panel
area and audience seating)

5
Catering
Catering will depend on the venue you choose
If you choose any on-campus location, you MUST use University Catering
Other venues may require you to use their vendors

Budget
Your budget will depend on the finances of the project and remaining funds
Your faculty advisor will give you a budget amount
Reference the catering contract for an idea of how much to spend on the menu
Arlene Shirk will provide account information to any vendors involved

6
Invitations

Overview
Invitations should go out no later than two weeks in advance, but should ideally be sent a month
or more before the event. The invitation below was designed by a fellow Journalism student.
Invitations will set the tone for the event and catch the attention of a potential attendee. Stray
away from traditional print invitations. This design was utilized on several platforms.

Design
Utilize the talents of those around you
Classmates, student media, other students
Use the updated program logo
Simple but eye-catching
Create multiple designs for social media and print/online distribution

Distribution
Students (email)
Use your faculty advisor
Faculty/Staff (email)
Use your faculty advisor
University administration (print or email)
Friends/Parents (email)
Use newsletter e-blast email list

7
Promotion

Overview
All Ball State at the Games social media platforms should be utilized in promoting the event.
Using owned, shared and engaging content will be the main focus in promoting the event
through social media. Traditional promotional tactics should also be utilized. Place posters in
visible places around campus, AJ and Letterman. Work with the journalism department and
professors to help drive attendance to the event. Generate a media alert, news release and pitch to
send to campus media for potential placement.

Facebook
Create a Facebook event once a date is set in stone
Encourage students involved to invite and share the event with friends and family
Post photos, videos, and express impact of the program to increase engagement leading
up to the event
Post day of event reminder for further push to drive attendance
Post follow-up thanking students, attendees and everyone involved

Twitter
Share invitation and event information on Twitter starting one month before the event
Encourage students to like and retweet to increase impressions
Live tweet the event so those who could not attend can follow along from home

Instagram
Post invitation graphic on account
Post photos with event information in comments leading up to event

Snapchat
Ball State Division of Strategic Communications covered the event on Ball States
snapchat account. Contact: jneal@bsu.edu

Promotional Tactics
Utilize the invitation design to print 45-50 posters to be placed around campus
Contact the office of student life to send out an email reminder about the event to
students, faculty and staff
Work toward making the event required by relevant departments to drive attendance
Contact professors about offering extra credit to attend the event
Place Ball State at the Games pins around the room as giveaways

8
 Place 4x6 photos around the room as giveaways

Media Relations
Create media alert and distribute to campus media at least one week before the event
Send pitch email to campus media for potential announcement and follow-up coverage of
the event
Work towards driving placement on Ball State accounts through division of strategic
communications

9
Gallery Components

Overview
When working on the various gallery components you need to be in direct contact with everyone
involved. After working with Ryan Sparrow to generate a list of students who would work best
on the panel, call them all directly asking for their participation then follow-up via email after
they confirm. Stay in contact with the panelists leading up to the event and direct them the day
of. Ryan took charge in choosing display pieces. Matting the photos on easels made for a great
gallery display and various monitors helped display video and written work. Recruit volunteers
and keep in contact with them same as the panelists. An extra set of hands is always helpful.

Panel
8-10 students
Select students who had different roles on the trip (PR, video, photo, graphics, writing,
culture, olympics, exc.)
Work with Debbie and Ryan on selecting students to be on the panel
Contact students via phone or email asking for their involvement
Once panelists are confirmed stay in contact with all via email, confirm name spelling of
panelists and any work they would be interested in displaying
Email panelists final logistics of event and address all questions or concerns
Keep a document of contact information
Find a moderator for the event and be sure to have backups (Lori Byers, Adam Kuban,
Ryan Sparrow, Debbie Davis, exc.)
Generate sample questions for the moderator
Write an opening script for the moderator to use or reference
Create nameplates and name tags for panelists, faculty, and other students involved with
the trip who may have work displayed

Display Pieces
Work with Ryan Sparrow on selecting display pieces
Brainstorm the best way to display the work - printed out images matted on easels,
monitors to display video work, exc.
Select video work to be displayed from Ball State at the Games youtube channel
Each monitor displaying video or written work needs a mac and a mac adaptor
Create labels for all display work to give proper attribution

Video
Create a video overview of the trip to open the panel with

10
 Work with the students directly creating the video
Display the video on the projector and have tech support available for assistance, whether
it be a student or Ball State staff

Volunteers
Recruit student volunteers to help with various day-of-event tasks
Create a list of jobs for volunteers (set-up, greeters, ushers, tear-down, exc.)
Contact volunteers with job assignments and appropriate arrival time through email
Provide Ball State at the Games t-shirts for volunteers

11
Day-Of Logistics

Overview
Youve made it to the day of the event! Dont freak out-- all of your hard work is about to pay
off. Remember to communicate all of your needs and delegate where you can. Rely on your
volunteers and work ahead as much as possible. Clear your schedule for this day if at all
possible.

Technology
Be sure to bring any technology that will be necessary
Laptops
Monitors
Mac Adapters
Communicate with the venue on what they have on site
Designate someone on your team to manage the technology during the event
Test all sound and display technology
Turn off/disconnect all other technology that may be connected
Example: iPhone synced with a laptop, iPhone receives a phone call, notification
appears on the screen and beeps through sound system
Always have a Plan B!

Communication
Review important information with everyone involved
Acknowledge the event preparation with all involved and remain in contact with
everyone throughout the day
Bring chargers just in case!
Make sure that anyone who has a job is in complete understanding of what the job entails
Send overview emails the day before/day of in order to make any final announcements

Attire
Communicate with attendees and volunteers what the attire of the event is
Students or volunteers may want to identify themselves
All volunteers wear a BSU at the Games T-shirt

Checklist

12
 Create a checklist of everything you need to accomplish today
Write down even the simplest of tasks so that you have delegation ideas and
wont forget even the smallest details
Send this checklist to all that may need it in order to check your work
Prioritize your tasks at hand in order to make your day-of as successful as possible

13
Appendix

14
15
16
Ball State After the Games
Run-of-Show

3:00 p.m. Room is available

4:45 p.m. Volunteers arrive for set-up
5:30 p.m. Catering set-up
6:00 p.m. Set-up complete
Second round of volunteers arrive
6:15 p.m. BSUATG students arrive
6:30 p.m. Doors open
Volunteers begin welcoming guests to enjoy refreshments and
observe the displays
7:00 p.m. Volunteers begin escorting guests to their seats
7:05 p.m. Lights dim, behind-the-scenes video plays
7:12 p.m. Welcome and introductions (Moderator)
7:15 p.m. Questions begin
8:00 p.m. Final question
8:05 p.m. Lights dim, play thank you video
8:10 p.m. Closing comments (Moderator)
8:12 p.m. Cut the cake, enjoy refreshments
9:00 p.m. End of event

17
Ball State After the Games
Student Panel Discussion
--------------------------------------------------------------------------------------------------

7:12 p.m. Welcome and introductions (Moderator)

Good evening and welcome to Ball State After the Games. Im Ryan
Sparrow [Insert title] here at Ball State.

For those of you who may not know much about Ball State at the Games,
we are happy to welcome you tonight and share this great program with
you.

Bringing together students from diverse academic majors, Ball State at the
Games is multi-course immersive learning program that culminates in a
student-managed news operation that works in conjunction with several
media organizations to provide original multimedia content about the
Olympic culture, host country, athletes and spectators.

The 2016 Rio program included nearly 70 students and eight faculty
members, over three semesters and 11 courses. With thousands of photos
shot and dozens of articles produced, Ball State at the Games students
extended Olympic media coverage beyond what many outlets were able to
do on their own. Their work has been used by NBC, TIME Magazine, CNN
and countless other news organizations.

18
Today, we have nine students present on our panel to discuss their
experience traveling to Brazil. They include culture photographers
Stephanie Amador and Reagan Allen; public relations team members
Sammi Coppedge and Cassie Sloma; Olympic writers Kara Berg and
Hendrix Magley; broadcaster Abby Lutz; Olympic photographer Allison
Coffin; and graphics designer Jenn Firoved.

We will now begin the student panel discussion. We want this to be as

interactive as possible, so feel free to join in the conversation by coming up
to the mic and and asking questions. Lets get started.
--------------------------------------------------------------------------------------------------

8:10 p.m. Closing Comments (Moderator)

fter the Games. Lets have another

Thank you all for attending Ball State A
round of applause for our student panelists, as well as all of the students
and faculty involved that are present tonight.

(APPLAUSE)

Please enjoy our dessert bar and the gallery pieces on display.

19
20
21