UNC Eshelman School of Pharmacy Event Planning Template

Overview

The UNC Eshelman School of Pharmacy Event Planning Template is a comprehensive, stepbystep guide designed to help faculty, staff, and student organizations create successful academic, professional, and communityengagement events. The template aligns with the Schools mission to advance healthcare through education, research, and service, ensuring each event reflects the high standards of quality, inclusivity, and impact expected of the Eshelman community.

Whether you are organizing a grand lecture series, a small workshop, a career fair, or a community health outreach, this template provides a structured framework that saves time, minimizes oversights, and enhances collaboration across departments.

Key Components

The template is divided into eight core sections. Each section contains prompts, checklists, and suggested resources to guide the planning process.

Timeline From Concept to Completion

A typical event at the Eshelman School follows a 12week planning cycle. The timeline can be compressed or expanded based on event size, but the sequence of activities remains constant.

1. Weeks12: Concept Development Complete the Event Summary and obtain initial approval from the Deans office.
2. Weeks23: Stakeholder Alignment Populate the Stakeholder Matrix and schedule a kickoff meeting.
3. Weeks34: Budget Draft Draft the budget, identify funding sources, and submit for finance review.
4. Weeks45: Venue Confirmation Reserve the venue, sign contracts, and confirm technical needs.
5. Weeks57: Program Planning Secure speakers, finalize agenda, and begin content creation.
6. Weeks79: Marketing Launch Deploy email blasts, social media posts, and open registration.
7. Weeks911: Logistics Finalization Confirm catering, signage, and onsite staffing.
8. Week12: Event Day & Wrapup Execute the event, collect realtime feedback, and begin postevent evaluation.

Budget Planning

Financial stewardship is a core value of the School. The templates budget section requires a detailed lineitem list, categorizing expenses into:

• Venue and equipment rentals
• Catering and hospitality
• Speaker honoraria and travel
• Marketing and promotional materials
• Staffing and volunteer support
• Contingency (recommended 10% of total costs)

All projected costs must be approved by the Office of Finance before any purchase orders are issued. For revenuegenerating events, expected ticket sales and sponsorships should be entered on the same sheet to calculate net profit or deficit.

Marketing & Registration

The Eshelman brand guidelines dictate the visual and tonal elements used in all communications. The template includes preapproved color palettes, logo placement rules, and sample copy for email invitations.

Key marketing steps:

1. Create a master event page on the Schools website.
2. Design a onepage flyer that can be printed and shared digitally.
3. Schedule email announcements (savethedate, invitation, reminder).
4. Leverage social channels Twitter, LinkedIn, and the Schools Instagram.
5. Open registration through the UNC Event Management System; capture name, affiliation, and dietary restrictions.

All promotional materials must be reviewed by the Communications Office at least five business days before distribution.

Evaluation & Followup

Measuring success is essential for continuous improvement. The template provides a postevent survey template that aligns with the Schools assessment framework. Suggested metrics include:

• Attendance vs. registration numbers
• Participant satisfaction (overall rating, content relevance, speaker quality)
• Learning outcomes (selfreported knowledge gain)
• Networking effectiveness (number of new contacts made)
• Return on investment (if revenue was generated)

Data should be compiled within two weeks of the event and shared with the planning committee, the Deans office, and any external sponsors.

Download the Template

Ready to start planning? The complete UNC Eshelman School of Pharmacy Event Planning Template is available in MicrosoftWord and Excel formats. The package includes editable sections, sample content, and builtin formulas for budgeting.

For assistance, contact the Office of Event Services at eventservices@unc.edu or call (919) 5551234.