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Preliminary Planning

Things to Consider for Your Preliminary Event Planning

Confirm your event with your department administration, and then submit event info + image at least 10 weeks in advance if:
- You would like to request promotion and marketing services…
- You would like to request ticketing services…
- You would like to request request paid advertising
- You would like to request house management services…
- You would like to request a professionally produced event program…
These services require a MINIMUM of 10 weeks to plan and execute -- and we must complete them before your event. Please contact us with appropriate lead time if you will need any of these extended services.
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- The Arts Division can provide NO-COST online promotion (listings on arts.ucsc.edu/events, the UCSC Campus Calendar, Arts e-newsletter, Arts Division social media, UCSC news and events communications such as "Tuesday Newsday," radio spots, etc.) for Arts Division-sanctioned events when the Event Kick-Off is submitted *at least 4 weeks in advance*. Effective promotion allows the public time to learn about the event in advance.

- Events requiring more in-depth, advance promotion and marketing will need to be submitted *at least 10 weeks in advance.* Additional levels of promotion are determined by the marketing goals of the Arts Division, your event's marketing budget, lead time, and staff resources.

- Depending on the complexity of the marketing plan for your event, you should put your planning efforts in motion at least 4-6 months in advance. You and your team may need to start planning 12-18 months in advance if you will need to secure a venue, confirm artists' schedules, book travel, or reserve hotel rooms in Santa Cruz, in addition to a complex marketing campaign.

NOTE: As of September 2016, AEO no longer provides administrative or production support to symposia, workshops, and other special extra-departmental events.

Items You Should Consider in Your Preliminary Planning

  1. Do you have the financial and human resources to put on a successful event?
  2. Do you need to book speakers or performers?
  3. Will you need to book travel and/or accommodations for artists / performers / presenters?
  4. Do you need to secure a venue?
  5. Which account (FOAPAL) will be used?
  6. Which Arts Division department or unit will guarantee payment of expenses?
  7. Have you budgeted for all realistic expenses?
  8. Will you need to hire artistic or administrative support staff?
  9. Will you be inviting the Chancellor's participation? The Dean's?
  10. Will you need to reserve the professional services of a caterer or a graphic designer?
  11. Do you have the funding and the lead time required to achieve the results you want?
  12. Will an advance promotional / marketing campaign be part of your planning?
  13. Will tickets be offered (for sale or free distribution)?

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