Fillable 2017-Event Planning Promotion Worksheet

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2017-Event Planning Promotion Worksheet

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Event Planning and
Promotions Worksheet
Fresno State Alumni Association | www.fresnostatealumni.com | Phone: 559.278.ALUM | Fax: 559.278.6790
Chapter/Club:
_____________________________________________________________________________
Instructions:
1. All events must be coordinated through the Fresno State Alumni Association, including online registration and
payment processing. Use of third party providers (i.e. Event Brite, Constant Contact, etc.) is not allowed.
2. Please complete and submit this form 45-60 days prior to the date of your event. Email to Amanda Hall
(ahall@csufresno.edu).
3. The information you provide on this form will help in event promotions. This includes graphic design, event
collateral, email marketing, social media, etc.; online registration, payment processing, etc.
4. To help ensure we are able to provide as much help as possible, after you send to the FSAA we will contact you
to review the event and additional details.
EVENT DETAILS
Event name:
_____________________________________________________________________________
Date of event:
_____________________
Start time:
_______________
_______________
Event type:
Social/Mixer – Alumni/Friends only
Fundraiser – General
(check all that apply)
Social/Mixer – Alumni/Friends & students
Fundraiser – Scholarship endowment
Educational event (i.e. conference, talk)
Other: _______________________________
Do you plan on including a silent auction at your event?
Yes No
Do you plan on including a raffle (opportunity drawing prize) at your event?
Yes No
Do you plan on giving away or selling any kind of promotional products?
1
Yes No
Event description:
Important: Please write clearly and be as descriptive as possible. The information you provide is what will appear on the event registration page
(viewed by the public). FSAA staff will help provide copy/edit services. If more convenient, you may provide this description in a separate email.
# of Guests (estimate):
_____________________
Alcohol present?
2
Yes No
Food present?
3
Yes No
Location of event:
_____________________________________________________________________________
1-If yes, we will work with you to identify the appropriate licensed vendor to order the product(s) from.
2-If alcohol is present, and this is an on-campus event, you must complete an alcohol waiver form. This information will be provided to you by FSAA.
3-If your event is located on the Fresno State campus, we are required to use University Catering Services. If you wish to use another food vendor, you
must submit a food waiver application at least 45 days in advance. This information will be provided to you by FSAA staff.
Event Planning and
Promotions Worksheet
Fresno State Alumni Association | www.fresnostatealumni.com | Phone: 559.278.ALUM | Fax: 559.278.6790
Reserving the Smittcamp Alumni House:
Alumni Chapters and Clubs have the opportunity to reserve the Smittcamp Alumni House (SAH) rent free (other
charges may apply).
Please note, requests to reserve the SAH are subject to facility availability.
All events held at the SAH are subject to Fresno State policies.
To submit a reservation request click here.
EVENT REGISTRATION & EVENT FEES
What date do you want online event registration to go live?
_____________________________________________
Is there a fee to attend the event?
Yes No
[If Yes] Amount:
$__________________________
If cost goes up after a certain date, please complete:
Date of increase:
__________________________
New amount:
$__________________________
What date should event registration be taken down?*
_____________________________________________
*Note: Online registration is always taken down at 12:01 a.m.
EVENT SPONSORS
Do you have/plan on having event sponsors?
Yes No
If yes: Please provide information on package names and amounts below. Provide explanation of benefits on a separate sheet.
Package 1
Package 2
Name:
__________________________________
Name:
__________________________________
Amount:
$_____________________
Amount:
$_____________________
Package 3
Package 4
Name:
__________________________________
Name:
__________________________________
Amount:
$_____________________
Amount:
$_____________________
EVENT NOTIFICATIONS
Provide names and emails of two officers (one should be your Treasurer) to receive updates when people register.
Name:
________________________________
Email:
___________________________________________
Name:
________________________________
Email:
___________________________________________
EVENT FINANCES
Expected Income:
$ ______________________
Expected Expenses:
$ ______________________
Expected Net profit:
$ ______________________
PREPARED BY
Your name:
____________________________________
Cell:
____________________________________
Email:
__________________________________________________________________________________
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2017-Event Planning Promotion Worksheet

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Completed 2 May 2020

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