Planning meaningful events requires vision, careful planning, and great partners. In this interactive workshop, we will walk through the many components that comprise thoughtful, engaging, and organized events from conception to debrief. Plan to arrive early for the Event Planner's Summit and review the basics to prepare for the Special Events in Advancement conference.

We invite you to lace up your boots, grab your backpack, and earn your planning merit badges at the Event Planner's Summit!

What to Expect

• Meet your guides and fellow mountaineers: Collaborate with conference faculty and team up with fellow participants.
• Fill up your backpack: Leave with best-in-class planning resources tailored to your needs.
• Map out your climb: Trek through a full event production timeline.
• Always be prepared: Explore real-world scenarios and solutions.
• Trail snacks: Hydrate and enjoy some carb loading along the way!

Workshop Outline

• 8:30 AM – 9:00 AM Orientation: Welcome, Overview, and Introductions
• 9:00 AM – 9:45 AM Basecamp: Pre-planning sets up your event to succeed before it starts
• 9:45 AM – 10:00 AM Coffee Break
• 10:00 AM – 10:30 AM On the climb: Crafting Program and Strengthening Relationships
• 10:30 AM – 11:15 AM Summit: The big day(s)
• 11:15 AM – 11:30 AM Return to Basecamp: Event analytics & close out
• 11:30 AM Workshop concludes: Pack it in, pack it out

Welcome to Nashville, also known as Music City! Start your conference experience by celebrating the immense value you bring to our profession and getting acquainted with fellow attendees and the faculty leadership team.

The higher education landscape is at a crossroads, influenced by the attention economy, resource limitations, and evolving institutional priorities. With government policies shaping funding and operations, institutions must adapt to remain resilient. This session will delve into the challenges and opportunities facing higher education today, emphasizing the role of partnerships in optimizing special events, fostering innovation, and ensuring long-term success.

In an increasingly data-driven world, understanding and leveraging event metrics is crucial for justifying budgets, enhancing donor engagement, and driving future strategy. This session is designed for mid- to upper-level advancement professionals looking to optimize their approach to event measurement.

Using examples like the Tom L. Popejoy Society Dinner—which sparked an influx of new dollars from a donor/recipient story—and the Presidential Scholarship Program’s strong donor retention tied to event attendance, we’ll explore practical strategies for tracking and analyzing key metrics. Join us as we explore how to identify and measure key event metrics, connect giving behavior to event impact, and make data-driven decisions.

Participants will also have the opportunity to share challenges, brainstorm solutions, and take away actionable tips for scaling event measurement across different types and sizes of events.

How do you raise awareness about student food insecurity, promote your scholarship cycle, and ensure all campus locations feel included? You fire up a few Blackstone grills and take the message on the road! In this session, discover how a small but mighty advancement team launched a Grilled Cheese Roadshow — serving up free meals to students across four campus locations while sharing valuable information about scholarships and emergency funding resources. Along the way, the campaign sparked unexpected wins, fostered community engagement, and inspired action. Learn how this creative and inclusive outreach effort turned a simple sandwich into a powerful tool for connection, support, and student success.

Learn how to turn traditional stewardship events into unforgettable experiences in "Stuffy to Spectacular: Transforming Stewardship Events for Maximum Engagement." This session explores the shift from conventional luncheons and galas to dynamic, playful events. Learn how these creative approaches boost attendance, foster deeper connections, and create lasting memories—often at a lower cost. Gain practical insights into essential logistics and leave inspired to revamp your event strategy for maximum impact. Don’t miss this opportunity to reimagine what stewardship events can be!

Pick one or rotate between three community think-tanks where you can get curious, creative, and tackle challenges and opportunities facing Advancement event practitioners head-on. Through facilitated interactive conversations, you’ll brainstorm innovative and practical solutions for your most pressing issues while learning from the collective wisdom of conference attendees and faculty.