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Successful event planning begins with thorough preparation — this is when you set the foundation for a memorable experience. Thoughtful planning ensures that attendees feel cared for from the moment they RSVP to the event’s conclusion. A key question to answer in this phase is:

What do you want to achieve with this event?

Whether welcoming incoming students at University Welcome or facilitating career opportunities during Career Day, �������ݺ���þ���2023 events should align with and advance the university’s mission and vision while increasing attendees’ affinity for �������ݺ���þ���2023.

It’s important to begin planning early, stay within budget and keep a focus on key priorities. Tasks like reserving venues via 25Live, creating detailed programs and timelines, and anticipating potential challenges will ensure the event runs smoothly. Using the will help ensure no detail is overlooked, and these key planning elements should be considered.

• Event Strategy: Define objectives, timeline, theme/aesthetics, target audience (e.g., students, faculty and VIPs), goals, budget and evaluation metrics.
• Collaborative Partners: Coordinate with campus departments and partners (e.g., Campus Safety and Conference Services for ticketing services).
• Venue and Logistics: Secure venue approval through 25Live, arrange for supplies, staffing and catering through Bon Appetit and manage rentals.
• Marketing and Promotion: Design promotional materials, implement communication strategies and ensure brand alignment.
• Contingency Plans: Prepare for potential disruptions or emergencies to minimize disruptions during the event.

Starting the planning process early and thinking through each of these elements will set the stage for a successful event that meets your objectives and exceeds attendee expectations.

Event Strategy

One of the most important elements of an event strategy is strong event branding. Effective branding is critical for three reasons: to enhance �������ݺ���þ���2023’s reputation, streamline customer experience and surpass attendees’ expectations through unreasonable hospitality. At the conclusion of the event, success will be measured by the way attendees speak of their experience after the event.

Whether you’re planning an in-person or virtual event, there are several must-haves for impactful event branding.

Aesthetics and Content

Begin with the event’s visual identity by ensuring you use the correct �������ݺ���þ���2023 logos to align the event with the university’s brand.

Next, consider typography and fonts, as well as the use of brand colors and imagery for decor and swag. Whenever possible, use �������ݺ���þ���2023’s brand colors — red, white and/or black — for the event. Design plays a crucial role in multiple aspects of your event, from the layout and visuals of the event landing page to social media content, decor and swag. The event aesthetics should reinforce and enhance the event’s messaging while maintaining consistency with the overall brand identity of �������ݺ���þ���2023.

The content shared at the event is just as important as the visuals. Collaborate with the guest speaker to ensure their content development is engaging, relevant and aligns with the university’s brand values. Curate an event program that combines a variety of formats — such as presentations, videos, discussions and interactive elements — along with networking opportunities, if feasible. This balance will create a more dynamic and memorable experience for attendees.

Collaborative Partners

Collaboration across departments is essential to crafting impactful events at �������ݺ���þ���2023. By partnering with departments across campus, we can provide a unified and supportive experience for attendees. Partner with the following departments to elevate hospitality and create a memorable experience for your guests: UCM, Advancement and Alumni, Admissions, Athletics, Bon Appetit, Campus Safety, Conference Services and Facilities Management. Connect with event strategists in UCM to help you bring your event to life and gain access to �������ݺ���þ���2023’s event resources.

Venue and Logistics

Selecting the right venue for the event is one of many pieces to the puzzle when creating meaningful brand experiences for attendees.

As the number of events on the �������ݺ���þ���2023’s campus continues to increase each year, it’s essential to enhance coordination, prevent scheduling conflicts and minimize unnecessary spending. To ensure event success and align with the university’s mission, the Campus Events Council (CEC), led by University Events and Event Services, oversees event coordination. For more details, refer to the .

Event planners are expected to submit event details to 25Live for review and approval before proceeding with any planning. The approval process is an opportunity to refine the event vision and align more effectively with the event and �������ݺ���þ���2023’s mission. Proposed events are reviewed and approved in light of �������ݺ���þ���2023’s mission and calendar. No major event should be confirmed and scheduled without the approval of the CEC.

Marketing and Promotion

Even the best-planned events won’t make an impact if no one attends. To realize your event’s potential, leverage �������ݺ���þ���2023’s creative resources through the marketing office. Partner with UCM’s creative team to bring your event’s brand to life.

Marketing Tools

• Custom Print Material
  Get professionally designed print materials (e.g., flyers, posters, postcards) produced to set the tone for your event and effectively communicate key details to engage prospective attendees.
• Digital Banners
  Work with �������ݺ���þ���2023’s marketing team to create eye-catching digital banners created or design your own to drive event awareness and boost attendance.
• Event Landing Page
  An event’s landing page serves as a “one-stop shop” with a dual purpose: to provide comprehensive branded event information and a streamlined registration process. The presentation of the information is just as crucial as the content itself. The content should follow a logical order, be clear to read and include a call to action (e.g., registration) with the least number of barriers to registration. Submit information for the creation of the page at biola.edu/events/submit at least 6 weeks prior to the event. The registration page is often the first point of contact with attendees, so ensure that it accurately reflects your brand’s identity, message and visual elements.
• Event Signage
  Signage is a tried-and-true means of effective event branding. Signage amplifies your brand’s presence and conveys key messages to your audience while also serving as a tool for brand recognition. Ensure all signage is consistent with �������ݺ���þ���2023’s branding guidelines, with clear, well-written text that aligns with your event’s visual and tonal style.

Promotion Tools

• Supply Rentals
  Submit the to rent event supplies provided by the Office of University Events.
• My�������ݺ���þ���2023
  to promote the event to faculty and staff through My�������ݺ���þ���2023 and the weekly newsletter.
• Student Life Newsletter
  to undergraduate students for inclusion in the newsletter.
• Social Media
  Email social.media@biola.edu for the event to be shared on the appropriate university social media platform and account.
• Digital Screens
  Display the event graphic on the many digital screens across campus by submitting a final graphic or information for a graphic to be created to student.comm@biola.edu.
• Posters
  Use physical posters to promote the event and get them approved by UCM for posting in the designated display areas around campus.
• Press Release
  Get potential media attention through press release distribution by emailing media.relations@biola.edu the event details for a press release to be drafted.

These tools will help you effectively promote your event and ensure it reaches the right audiences across multiple platforms.

At �������ݺ���þ���2023, we are committed to crafting unique, personalized experiences that align with our university's vision — experiences that invite attendees to feel seen, valued and inspired. We foster deep emotional connections with our guests through storytelling, thoughtful programming, and intentional moments. Event excellence is about more than flawless logistics; it’s about how you make every attendee feel from start to finish.

Attendee Experience

Exceed attendee expectations from the moment they arrive at the event and prioritize meaningful details throughout the event. Consider the following strategies to create a positive �������ݺ���þ���2023-branded experience:

• Create Welcoming Branded Spaces
  Use red and white balloons, along with thoughtfully placed snacks, to make attendees feel comfortable and included. A warm, inviting environment sets the tone for a memorable experience.
• �������ݺ���þ���2023 Name Tags
  All staff members should wear their �������ݺ���þ���2023 name tags at events to help facilitate introductions and enable attendees to easily identify �������ݺ���þ���2023 staff. If any event staff do not have a �������ݺ���þ���2023 name tag, please contact UCM to order one.
• Seamless Check-In Experience
  Streamline check-in with branded signage, efficient staffing, user-friendly technology and friendly faces to greet guests. A smooth arrival experience leaves a lasting positive impression.
• Proactive Accommodations
  Anticipate needs and offer accommodations such as wheelchairs, sign language interpreters and water stations on warm days. Attendees appreciate thoughtful, proactive care.
• Swag for a Memorable Impact
  Providing branded event swag — such as pens, notebooks, or T-shirts — creates moments of delight. This not only exceeds expectations but also encourages reciprocity, with attendees more likely to engage with �������ݺ���þ���2023 on social media or become brand advocates.
• Clear Wayfinding and Signage
  Make sure attendees always know where they’re going by using prominently displayed signage at key entrances and throughout the event. Clear wayfinding ensures a smooth, stress-free experience.
• Welcome Slide and Digital Branding
  If your event includes screens, display a �������ݺ���þ���2023 event title slide as a welcoming gesture. It’s a simple way to reinforce the brand and greet attendees as they settle in.
• Set the Tone with Music
  Consider playing Christian music upon arrival to create a positive, welcoming atmosphere that resonates with your audience.
• Engage the Senses
  Use sensory elements like lighting, music and scent to enhance the event’s theme and mood. These small touches create a more immersive, memorable experience for attendees.
• Floral Decorations
  Decorative flowers enhance the aesthetic appeal and engage the sense of smell, leaving attendees with lasting sensory memories of the event.

Hosting VIPs and Special Guests

Hosting visitors on campus should be treated like an event — an opportunity to create a memorable and meaningful experience for each guest. Whether they are VIPs or special guests, these visits should reflect �������ݺ���þ���2023’s values and dedication to hospitality.

When hosting a visitor on campus consider the following:

• Culture and Customs
  Show respect and sensitivity to the visitor’s background and preferences. Learn about their culture prior to arrival to campus so their experience is personalized and meaningful.
• Accessibility
  Ensure campus accessibility, offering necessary accommodations to meet the visitor’s needs.
• Professionalism
  Maintain a high level of professionalism, respecting the visitor’s preferred title and ensuring courteous interactions. Ensure all staff and faculty who engage with the guest do so in a professional manner as ambassadors of �������ݺ���þ���2023.

VIP visits require extra attention to detail to ensure a seamless, high-quality experience from the initial communication through their time on campus. While every guest should be treated with the utmost care and intentionality, VIPs and special guests should feel especially honored and cared for throughout their time on campus. When a department or group hosts a VIP, they should email events@biola.edu and follow the principles below:

• Thoughtful Details
  Show respect and sensitivity to the visitor’s background and preferences. Learn about their culture prior to arrival to campus so their experience is personalized and meaningful.
• A Human Connection
  Assign a host who can build rapport with the visitor, share �������ݺ���þ���2023’s story authentically and ensure the guest feels part of our community.
• Moments of Gratitude
  Express appreciation for the guest’s presence and contributions, both publicly and privately.