Event Planning

PRS 200 PORTFOLIO

By: Kelly Licul

 This course has edified me about the fundamentals of
event planning. The interactive nature and expeditious
culture is something that I have adapted to because of
this course. Event planning creates a culture that forces
one to acquire good organization, communication, and

Introduction planning skills, with a composed attitude while being

able to predict the worst. Throughout the course, we
worked on two main events: The Gen Ed Event and The
Founders Day Event. Breaking down each event was
easy when utilizing the 6 dimensions of an event. The
events and topics will be elaborated and broken down
into pieces throughout this portfolio. I will discuss how I
incorporated the material I have learned to the main
events we planned and created in this course.
 Table of contents

Gen Ed Event
Course Course
& Founders
Day Event
Material Overview

This section will This section will be a This section will give
summary of chapter 2 a general overview of
include information
and chapter 3. They the course as
on the events,
have been my main explained through
images, as well as a
source of information experience and
brief reflection
this year. observation
Gen Ed Event

This flyer was one of the main sources of

mass media for the Gen Ed event. The
event was help in the Memorial Union
Ballroom. The Union is a very active
place with people always there. The
best time to have the event was sought
out to be lunch time, due to the immense
amount of people there at the time.
Something to attract the eye was the
bold big letters saying "WANT EARLY
REGISTRATION AND FREE FOOD?!". These
two topics can be easily applied to
every student, which is why we chose to
make it the stand out sentence of the
flyer. Below that, we talked about how to
get information about the event as well
as social media page
 Gen Ed Event 6
Dimensions

Anticipation: We sent email blast to bring awareness to the event.

Arrival: The arrival of guest happened on it's own. The ballroom was big enough to allow
multiple people coming in at once. However, people have different schedules so it was pretty
even throughout the event.
Atmosphere: The event was organized well with information accessible to the guest.
Appetite: The food was covered with pizza, refreshments, and cookies. The food help up to
be a main attraction, as shown on the flyer. The Union also has a variety of food incase any
guest did not like what was being served at the event.
Activity: The activity was the event as a whole. Students continuously were informed about
their gen ed events and help with their schedules.
Amenities: students were given the chance to win an prize specificly from the event, take
stress balls, and food during the event.
Gen Ed Event
 Gen Ed Event

REFLECTION
I think the Gen Ed event was a success. The event
plan was executed well that involved all six
dimensions for event planning. The posted brought a
lot of attention to the event, from my pinion, because
people would love to register before everyone else
and get some free pizza. The event was very
organized and planned well. The event plan (shown
above) was the best way to set up the event. The
pizza and refreshments were in a good spot because
the guest can continue to look around while enjoying
their food.
Founders Day Event

The Founders Day event was a bigger event than the Gen Ed
event. It was posted on flyers around campus, told about in
class, sent mass emails, posted on social media, etc. The
original date was moved due to poor wether. Luckily, the day
of the event was beautiful. I had the chance to help set up,
which was great. Many people were stopping by just to see
what was happening and ended up staying because it was so
much fun on such a beautiful day. The flyer and other mass
media outlets helped students remember the event.
 Founders Day Event 6
Dimensions

Anticipation: We sent email blast to bring awareness to the event. In addition, we posted the event
on the URI website, posted flyers around campus, and posted on social media
Arrival: The arrival of guest happened on it's own. The Quad is in the middle of campus. People, like
myself, were there starting at 12 for setting up. Workers started to come as well as the tents and
games, and people came as they saw that it was filling up.
Atmosphere: The event was organized well with information accessible to the guest. It was a fun
atmosphere. The games, like the pedal cars, farm animals, and zip line were big attractions that help
bring a great atmosphere.
Appetite: The food was covered with URI dining hall food truck, ice cream, Dell's, and kettle corn.
Activity: The activity was a bunch of things throughout the event. The event started with a speaker
and then from there, throughout the whole event, there was a live band, 2 pedal cars, football toss,
corn hole, zip lining, hayride around the quad, information tents, and more!
Amenities: Students were given food and games. The first 125 students were given a free t-shirt
upon arrival.
Founders Day Event
 Founders Day Event

REFLECTION

I think the Founders Day event was a success. The

event plan was executed well that involved all six
dimensions for event planning. The layout for this event,
as shown above, was much more organized. The event
was so much fun. The petting farm was so soothing,
especially around the time of finals. The zip line added
thrill. The food and other games kept the event
enjoyable at all times. Through this event, I have learned
a lot about how a site map can be helpful and how there
is not one plan for everything. My classmates and I had
to figure out a new way to put the poster up, which was
oddly very fun. This was a great event overall!
 Course
Material
The two chapters that I really utilized during the event this semester are
chapter 2 and chapter 3.

Chapter 2 discusses the event

plan.The four main things to focus on
in chapter 2 are:
- Determine the purpose, prioritized
goals and objectives, and expected
outcomes of the event.
- Specify the scope, concept,
components, and feasibility of the
event.
- Assess the needs, available
resources, and constraints of the
event project.
- Determine the logical sequencing of
activity and develop efficient
schedules.
Chapter 3 discusses the site itself.
The four main things to focus on in
chapter 3 are:
- Needs assessment + prioritized
goals & objectives = specifications
selection criteria
- Needs assessment: why, who,
what, where
- Specifications: availability, location,
facility type, rates, capacity, function
type, activities, personality
- Criteria: location, cost, space,
facilities, personnel
 Course Material
Chapter 2 - Gen Ed Event
The purpose of the URI Founders Day event is being held to celebrate 125 years of URI being an open institution
and those who founded it. Some objectives for this event are to get an excess of students to attend the speaking
portion of the event and partake in the hayrides, plethora of actives and animal displays, and free food that will be
given out. Some objectives for this event are to get an excess of students to attend the speaking portion of the
event and partake in the hayrides, plethora of actives and animal displays, and free food that will be given out. The
intent of this event is to inform and celebrate URIs 125-year anniversary in 2017. The extent of the event has an
estimation of guests reaching approximately 500-1,000 people in total, and the location of the event will be held on
the URI Quad in order to properly space out the guests and activities taking place at the event. The content being
displayed at the event will include a short speaking portion, a large amount of different activities such as yard
games, animal displays and therapy dogs, Rhody the Ram, tours of the Watson House, live music, and other
forms of entertainment.Timeline schedule for Gen Ed event:
- 10am set up for event: proper # of tables, raffle tickets, balloons and decorations, informational papers and
packets set out, spaces for food to be placed, food delivered and ready to be prepared/put out
- 10-10:30am professors who are tending to the gen ed tables should arrive
- 11am Event begins. All professors sitting at each table. Food and drinks are set out.
- 12pm food restocked, event is in full swing. Volunteers are at their various stations around campus and the MU
- 1pm Raffles and prizes have been announced. Food restocked
- 1:30pm end of event. All raffles and information tables close
- 2pm all food, trash, and extra decorations have been cleaned up and ballroom has been restored
 Course Material
Chapter 3 - Founders Day Event
Location - URI Quad from Availability - making sure that
2-4pm on April 27th the URI quad would be
Audience - URI student, available for activities from
faculty, and local residents 12pm for setup to 4:30pm for
Who - the URI students, breakdown
Activities - hayrides, live
faculty, and local residence Location - useful to the specific
music, yard games,
Why - celebrate the 125th purpose to the event
gardening, free food,
anniversary of URI Facility Type - an outdoor,
ROTC sponsored
What - event including outside open space event
activities, and tours of the
activities and entertainments Rate/cost - $8,000
historical Watson House.
in order to create a fun and Capacity - N/A
criteria informational atmosphere Type of Function - casual and
location - URI Quad Where - the Quad of URIs festival-like, informational
cost - $8,000 and is $4,000 campus Activities - ROTC activities,
under budget gardening, a historical tour,
space - URI Quad that has an hayrides around the quad, yard
extremely large surface area games, therapy dogs, food
CourseOverview
This course was beyond my expectations. The
knowledge learned is knowledge I can bring with
me past this class, and through my career. It
was really eye opening to see the how much
time and organizational skills it takes to plan an
event. The information and assignments that
were taught and learned in class were
implemented into our Gen Ed event and
Founders Day event. The assignments were
helpful because they forced me to apply the
knowledge that wasn't used hands on, and
apply it to the behind the scene skills and
organizational structures.I really believed that I
learned a lot in this class. Hearing from
professional event coordinators was a big help.
Overall, this course is exceptional. Anyone who
takes it will come out with helpful knowledge,
and can hopefully lead them to be the PR they
strive to be.
Kelly Licul