Event Planning Experience

Tacky Christmas took place right before finals and was the last date night I planned for Alpha Gam! It's a tradition in our sorority. It was at Live Wire Athens with a DJ, and I also got Insomnia Cookies and had the bartenders sell specialty cookie dough cocktails. 

 

What I learned: What a year it has been! For this particular event, I learned that "last one, best one!" is so bitter sweet! 

 

​

 

For this event, I provided masks and chicken nuggets, and everyone was asked to dress up! There was a DJ, and the event took place at Hedges in Downtown Athens. There were over 500 attendees! 

​

What I learned: If you order 500 masks on Amazon, they all come individually wrapped! If you want your date night check-in table to look pretty, it's your job to unwrap all the masks beforehand. So worth it! 

 

Photo: My floor in the midsts of unwrapping ALL the masks! 

 

For this event, my original plan was to make it game day themed, rent a big screen, and watch the UGA vs. Missouri game in the field. The big issues were wifi, a screen that would not work during the day, and having to wait until the game time was announced the week of the event. 

 

What I learned: Prepare for all possible options and hope for the best! The game ended up being at noon, so the game idea was scratched and we had a nighttime field party with a band and catering (much like Spring Field Fiesta). I was disappointed my original idea didn't work out, but I saved all of my possible vendor notes for a future sister to use.

​

 

For this event, everyone wore fun shoes and could bring up to 3 guests for a back to school bash! There was a band and mac and cheese at 40 Watt in Athens.

 

What I learned: Positioning an event a certain way is HUGE! The idea of bringing 3 people when we traditionally bring 1 can be stressful for some people, so good communication was key for these event.

 

Photo: Megan Holley Photography

 

This event was by far the most fun I've had as date night coordinator! I got a photo booth, gold crowns, late night fries, and most importantly... A DIY DONUT WALL!!! I hosted a special hour for our seniors with drink specials, and this was my most attended event with around 520 attendees. This event took place at the Foundry in Athens.

 

What I learned: When you pour your heart into an event, people notice! I really focused on special touches with this event. This event really reassured my passion for planning.

Check out my blog post for more info! 

For this date night, I had to book security, a band, transportation, the venue, catering, and bartenders. We have field party every semester, but I added queso and margs to make it a fiesta for all! 

 

What I learned: This event was definitely the most involved since I needed both transportation and security. I learned to balance many components of an event and how to react when bad weather strikes!

 

Photo: Megan Holley Photography 

Vegas, baby! I booked Hedges as a venue, hired a DJ, and rented casino tables for a fun night of gambling. This was the first time we have had a casino night, and overall it was a success. We did have some issues with the company we rented from-- they were supposed to arrive at 6:30 to set-up but did not arrive until 8:30 (start time) and two tables were missing.

​

What I learned: Some things are out of my control, but it is important to maintain calm and positive with attendees around. With that being said, I definitely was not about to be taken advantage of, so I ended up getting $950 back from the company.

 

Photo: HLG Photography 

For my first ever event as date night coordinator (!!!), I rented out 40 Watt in downtown Athens, hired a DJ, and ordered 1,000 chicken nuggets. After charging $7/couple and having 271 people attend, this event cost around $2,377. (We're Lady and the Tramp by the way)

 

What I learned: This was a good first event because it was a great venue and a smaller crowd than usual showed up, so I was able to slowly learn the process of executing a date night. Some vegetarians complained that there were no vegetarians snacks, but I personally stand by my chicken nugget decision. 

 

Photo: Megan Holley Photography 

I had girls come meet me at the pumpkin patch then go to the house for dinner, carving, and a candy hunt on the lawn.

 

What I learned: PUMPKINS ARE EXPENSIVE! This was a church lot, and my idea was to have the girls pick their own pumpkins where I didn't have to carry 50 pumpkins from Walmart. Plot twist: this place was overpriced and I accidentally spent $500 on pumpkins. Worth the lack of manual labor? Maybe... 

I had everyone choose a theme, dress up, and surprise their new little on our front lawn. We got Insomnia Cookies delivered, and I certainly did not forget the milk. The theme was "tasteful Christmas morning" so string lights were a must!

 

What I learned: This was very much improved from the Spring 2017 big/little reveal. The boxes were a lot more photo worthy, so sometimes it is worth asking people to put in the work for a cute photo opportunity.  

For this even, I hired King of Pops and had professional headshot taken in different time slots. We also played Legally Blonde in the TV room because Elle Woods goes along nicely with this theme. I arrived just in time for the last headshot slot rocking my ~business professional~ from the career fair!

​

​

What I learned: Since I wasn't there until the end of the event, I really had to put my trust in others and make sure all the tiny details, such as location for headshots and King of Pops cart, planned and communicated in advance.

​

 

Photo: Macy Williams Photography 

So... an overnight trip to Helen, GA for over 180 women. I'm talking 3 meals, tubing, carpooling and lodging arrangements, and (hopefully) a wonderful impression on all our new members.

 

What I learned: We have a lot more vegan than I expected and reminder-- they don't eat pizza! After a wonderful day, the night did end with 20 vegans having to go into Helen to get dinner because I didn't order enough salad. Dietary restrictions are no joke, especially with new girls you don't know very well. 

4 Words: Waffle House Food Truck!! This was the greatest ~treat yo self~ moment after a long day of recruitment training.

 

What I learned: This is a truck I will certainly be booking again. Don't be afraid to ask for bacon AND sausage as well as grits AND hash browns. You can really put the "all" in "All-Star Breakfast" when you are delivering the check! 

This was my favorite sisterhood event! I hid over 1000 candy filled eggs, 40 $5 gift cards, and $300 worth of others goodies all over our front yard. After the egg hunt, we had King of Pops, and we ended the night with an inflatable movie screen showing of She's the Man.

 

What I learned: Ask for help! No one can fill + hide 1000 eggs by herself, so for this I turned to my sisterhood team! I also learned how to plan a timeline and manage my budget at the very end of the semester when there isn't as much money to work this.  

I rented out the Athens botanical gardens, got catering from Chicken Salad Chick, and had a yoga instructor come teach a class!

 

What I learned: You can't control the weather! Only about 1/6th of the attendees actually did the yoga because of the heat, but it was worth having the class to make those 1/6th happy. We also had a good turn out for the picnic portion of the event, so that was a positive experience. 

For this event, I booked catering from Mama's Boy, ordered materials to make homemade valentines, and put my crafting abilities to good use by making this balloon heart arch!

 

What I learned: Sometimes it's difficult to get an exact head count, but it's better to have extra food than not enough. I ordered enough food for 180, and about 120 showed up. Needless to say, we had leftover biscuits and eggs FOR DAYS! 

For my first sisterhood event, I planned paddle pass. At this event, all the new girls gave the paddles they had crafted to their bigs. The also designed "most wanted big" posters, and everyone got to hang out at the house and eat desserts from The Fresh Market.

 

What I learned: Always double check with the caterer. I had pre-ordered 8 dessert trays, and when I showed up, they were not made! I had to practice my patience and come back an hour later.