If you have never planned a welcome week it can be overwhelming. Here are a few important items to think about when planning your welcome week.
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Theme! How does the theme fit with:
- Location
- Date
- Attendees
- Overall goal
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Location
- Indoors
- Do you have access to power? (how many outlets are available? How much power do you need?)
- What are the ceiling heights?
- What is available for the space? Tables, chairs, linens, etc
- Doors – single doors or double? If double, is there a middle bar that can be removed?
- Outdoors
- What is the load in like? – can trucks/vehicles drive on sidewalks or grass to unload and drop off? If not, what is the access like and how do you foresee them moving the items to the location?
- Access to power – is power available within a reasonable amount of length (typically less than 75ft) or will generators need to be provided?
- If during the day – what is shade and coverage like? Do you need tents or tables with umbrellas?
- If at night/evening – is the area well lit or will you need additional lighting (some areas need permits for lighting after certain hours as well, make sure to keep look into this with city/campus ordinances)
- Can items be secured with stakes? Or are weights required? Just because there is a grassy area does not mean staking is OK, some facilities do not allow staking, or even certain types of equipment due to damage they could have to the grass/area
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Entertainment 
- Music – Live music or bands? DJ or sound system with digitally loaded music?
- Fun & Games Inflatables? Carnival? Talent (face painters, balloon artists, fire eaters)?
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Food
- Food stations? Catering? Food Trucks? Concessions?
- Beverages – nonalcoholic or alcoholic – do you need designated areas for each?
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Rentals
- Tents
- Tables (with linens or covers?)
- Centerpieces or table decor (balloons, flowers, etc)
- Chairs
- Power – electricity
- Lighting (if in the evening)
- Trash Cans/Recycling
- Restrooms – do you need to rent additional facilities
- Staging – for announcements, presentations or band needs?
- Dance Floor
- AV – sound systems, mics, screens, projectors, TVs, etc
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Timeline of day of events
- Load in of vendors – when is the facility available for delivery?
- Set up times – how long does it take for set up, per vendor, full scale, etc
- Actual event happens
- Clean up and tear down – do all items need to be removed the same day/night?
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Site Visits and walk through with vendors and facilities
- Are there things that your vendors need to see in order to have an easier load in/out?
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Create site map of setup location of each item and send it to your vendors
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Do you need to create invitations for guests or marketing for the event?
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Will you have registration at event to keep a guest count?
If this still sounds mind-boggling just give us a call, we are happy to help!