Hosting a Watch Party

Purpose of Watch Parties

The purpose of watch parties is to provide the opportunity for BYU events to go to areas that the Big XII will never visit. If you want to host an official BYU-Sponsored watch party, reach out to Matt Sherry matt.sherry@byu.edu or Ellie McClure ellie.mcclure@byu.edu.

Best Practices:

Planning

• Start early
• Setup a biweekly meeting with the Provo team
• Assign Roles
  
  • Who's in charge of venue, food, activities, budget, outreach, etc.
• Create a Budget
• Pick a location and venue early
• Create an outreach plan
• Request swag items, inflatables, and swag
• Determine the type of food (meal, stadium snacks, etc.)

Implementation (Week of)

• Know the building's electrical layout (make sure all AV equipment is spread out enough to avoid overloading the circuit).
• Have a designated photographer, counter, and videographer.
• Have a layout for booths and seating
• Test technology before the event.
• Ensure there is a member of the chapter to connect with participants as they walk in.

Service Project

• If you are using Amazon, create an Amazon registry as opposed to a wishlist so you can keep track of items.
• Use Cougs Care stickers to create a lasting impact (can be put on books, boxes, item tags).
• Request BYU Alumni bags to help transfer donated items.
• Request Enter to learn, go forth to serve personalized postcards to say Thank You to everyone who made it happen.
• Give host gifts.

Post Event

• Let the Provo Office know everyone who was involved so we can send Thank You cards.
• Thank the participants and send ways to get involved in future events.
• Share photos with the Provo team to post on social media.
• Deliver Cougs Care Project items.

Small Ways to Enhance Your Event

• Give an Emcee a script with games or trivia to play during commercial breaks and halftime.
• Raffles, including shirt toss, and swag giveaways.
• BYU facepaint and game area for kids.
• Set up chairs, tables, and other large things the day before.
• Ensure there are no large stake or church events on the same day as your watch party.
• Determine day-of roles before the event.
  
  • Who is in charge of food?
  • Who is in charge of the raffle?
  • Who will be the Emcee?
  • Who will be part of the welcome committee?

Permission from Network:

• Please reach out to Ellie.McClure@byu.edu two weeks before the event for the corresponding form based on the network you will telecast the game with for possible approval. The network has the right to decline the request.