FYE Project Planning
I developed a comprehensive plan for a full-day First Year Experience retreat. The primary objective was to gain hands-on experience in project planning, budgeting, and event coordination while working under the supervision of Cassie DeVries. Over the course of my project planning, I focused on designing a realistic and implementable retreat plan that met all the logistical, financial, and organizational requirements.
What Was The Project?
Every semester, the BYUI First Year Experience department has a full-day retreat that is planned by a committee of people. This retreat is designed to strengthen the department’s relationships and align each department with shared goals for the upcoming semester. This retreat includes talks, games, food, and merchandise. I have attended one of these retreats, but I had never planned one myself.
The final product of this project is a fully developed retreat plan that includes detailed documentation of all major components. This includes a complete itinerary, budget chart, event timeline, room layout maps, rotation schedules, activity plans, speaker coordination, catering plans, and communication materials such as emails and department invitation flyers. Each element was designed to create a cohesive and realistic plan that could be executed in a real-world setting.
Project Challenges
One of the most challenging components throughout the project was managing multiple timelines while trying to make sure all of my information stayed updated. Because the project was focused on real numbers and real-time department changes, I had to go back a few times to make sure my plans aligned with what the department would allow. Additionally, balancing creativity in planning activities and decorations while maintaining a certain time frame required lots of prioritization.
Project Processes
From the very beginning of my project planning, I created a structured planning process that began with defining goals, requirements, and constraints with Cassie DeVries. From there, I developed multiple timelines, task lists, and tracking tools to help guide me throughout the process. I continuously researched and updated my planning documents throughout the last 11 weeks to make sure all components remained aligned and on schedule.
My Experience
This project was exciting at times and very frustrating at other times. I learned how meticulous you must be in order to plan something large-scale. I enjoyed paying attention to all the little details as well as micromanaging all of it by myself. I worked closely with my supervisor to make sure my ideas were attainable, and I spent plenty of time going back and refining my work. The experience required strong adaptability and consistent communication with multiple moving parts.
Project Insight
Through this project, I gained a deeper understanding of how detailed planning directly impacts the success of an event. I learned how important it is to start planning early with clear communication of deadlines. This experience also strengthened my confidence in project management and reinforced the value of thorough documentation, budgeting accuracy, and strategic timelines in a professional setting.