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It assigns responsibilities between a SA Specialist/Student Activities Coordinator and the “YOU” planner, including vendor outreach, space reservations, budget drafting, and quote review. It also specifies contract signing, vendor payment options, digital screen slide creation, social media promotion, invitations, reminders, and final vendor and finance check-ins.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":11,"@type":70,"position":76},"https://docshare.wps.com/template/presentations/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/idea-event-planning-5-weeks-before-to-final-push/245105/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/idea-event-planning-5-weeks-before-to-final-push/245105.png","ImageObject",442,249,{"name":88,"@type":89},"Seraphina","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-17","2026-09-12",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",13,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"What should be completed 5 weeks before the event begins?","Question",{"text":109,"@type":110},"Determine the event purpose/objective, define what you are trying to achieve, and finalize the event name, profile, theme, and vendor needs, along with the initial guest profile and number of invitees.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"What tasks does “YOU” handle compared with SA?",{"text":114,"@type":110},"“YOU” coordinates catering/vendors, obtains 2/3 quotes, reserves spaces, drafts the budget, creates digital-screen slides, manages invitations and social media content, and prepares vendor site visit logistics. SA reviews quotes with Business and Finance, handles contract and payment processes through SA, and provides guidance for any uncertainties.",{"name":116,"@type":107,"acceptedAnswer":117},"How are vendor payments handled if vendors cannot be paid in advance?",{"text":118,"@type":110},"If vendors cannot be paid in advance, SA manages cash advance or reimbursement, or coordinates ProCard appointments at least 1 week before the event. For reimbursement under 100QR, SG can cover finances; for amounts greater than 100QR, request SA advice and help.","https://schema.org",{"og:url":78,"og:type":121,"og:title":59,"og:site_name":91,"og:description":61},"article",{"robots":123,"canonical":78},"index,follow",{"doc_id":125,"site_id":56},245105,1791733178,{"code":4,"msg":5,"data":128},{"doc_id":125,"user_id":129,"nickname":88,"user_avatar":130,"doc_module":9,"category_id":8,"category_name":11,"doc_title":59,"doc_description":61,"doc_content":131,"file_id":132,"file_url":133,"file_type":134,"file_size":135,"view_count":101,"is_deleted":4,"is_public":9,"is_downloadable":9,"audit_status":9,"page_count":73,"language":136,"language_code":57,"site_id":56,"html_lang":57,"table_of_contents":137,"faqs":138,"seo_title":139,"seo_description":61,"update_tm":140,"read_time":9},962075114101,"https://ap-avatar.wpscdn.com/avatar/e000253a75eb197efd?x-image-process=image/resize,m_fixed,w_180,h_180&k=1780044092746381165","IDEA EVENT PLANNING  \n5 weeks before  \nPLAN  \n4-5 weeks before  \nApproach SA Specialist/Student Activities Coordinator with the following worked out:  \n5 Wildcat Ws  \n- Why?  \no Determine purpose/Event objective  \no What are you trying to achieve?  \nWhat?  \no Event Name  \no Event Profile  \no Event Theme  \no Vendors?  \n- When?  \no Consult with SA for other concurrent events  \no Check EC calendar  \no Schedule of classes  \n- Where?  \no On Campus/Off campus  \no Space reservations N.B.  \no Back-up options  \n- Who?  \no Guest profile  \no Number of invitees  \nYOU  \n- Contact catering/vendors  \no Obtain 2/3 quotes/options  \no Arrange for site visits (if outside catering)  \n- Reserve Spaces  \no NU-Q Spaces – Aaleeya Spence  \no Student Center – See EMS Directions  \n- Draft Budget e.g.  \no bouncy castles  \no advertising (pull ups)  \no decorations  \no space reservations & catering,  \no branding/merchandise/giveaways  \no prizes  \no equipment/media  \no invitations  \n- Submit budget along with quotes and contact info to SA  \nSA  \n- Review Quotes with Business and Finance  \nContact NU Depts ONLY through SA.  \nDoubts? Questions? Consult with SA!  \nFINALIZE  \n2½-3 weeks before  \nPUSH  \n1 week before  \nPARTY!  \nSA  \n- Contracts signed  \n- Vendors paid  \n- If vendors cannot be paid in advance, SA handles:  \no Cash advance  \no Reimbursement  \no See LaKisha Tillman to make appointment to use ProCard (at least 1 week prior to event)  \nYOU  \n- If vendors cannot be paid in advance, SG can cover finances:  \no Reimbursement ( less than 100QR)  \no Ask SA for help/advice ( greater than 100QR)  \n- Create slides for digital screens  \no 1920 x 1080 pixels  \no Follow NU-Q branding template (See Brad)  \n- Social Media  \no Facebook  \no Twitter  \n- Vendor Site Visit  \no Loading Dock  \no Finalize arrangements  \n- Invitations  \no Hand delivery?  \no E-mail?  \no Social Media?  \n- Final Push!!  \no Last Call for invites  \no Publicize!  \no 1 day before: reminders!  \n- Check in with vendors  \no Changes?  \no Updates?  \n- Check in with SA  \no Finances  \no Contracts  \no Reservations  \no Publicity/Outreach","cbCaihZ2nvZiq5t6","https://ap.wps.com/l/cbCaihZ2nvZiq5t6","pdf",485767,"English","# IDEA EVENT PLANNING\n## 5 weeks before\n## 4-5 weeks before\n## FINALIZE (2½-3 weeks before)\n## PUSH (1 week before)\n## PARTY!","[{\"question\":\"What should be completed 5 weeks before the event begins?\",\"answer\":\"Determine the event purpose/objective, define what you are trying to achieve, and finalize the event name, profile, theme, and vendor needs, along with the initial guest profile and number of invitees.\"},{\"question\":\"What tasks does “YOU” handle compared with SA?\",\"answer\":\"“YOU” coordinates catering/vendors, obtains 2/3 quotes, reserves spaces, drafts the budget, creates digital-screen slides, manages invitations and social media content, and prepares vendor site visit logistics. SA reviews quotes with Business and Finance, handles contract and payment processes through SA, and provides guidance for any uncertainties.\"},{\"question\":\"How are vendor payments handled if vendors cannot be paid in advance?\",\"answer\":\"If vendors cannot be paid in advance, SA manages cash advance or reimbursement, or coordinates ProCard appointments at least 1 week before the event. For reimbursement under 100QR, SG can cover finances; for amounts greater than 100QR, request SA advice and help.\"}]","Idea Event Planning - 5 weeks before to final push | PDF",1789225093]