Event Planning Timeline
General Guidelines While Planning
- Be flexible
- Meet with Student Engagement & Leadership staff to discuss problems or questions
- Hold regular meetings with your advisor and members to keep everyone updated on the details of your event
Two Months Prior to Event
- If additional funds are needed, explore funding options and submit any necessary proposals or applications
- Senate
- Diversity Council
- Co-sponsor with another club/department
One Month Prior to Event
- Meet with the Office of Student Engagement & Leadership to request any necessary contracts
- Reserve any space(s) needed for the event
- Discuss food options with Naz Dining /research off-campus options
- Create a marketing plan for the event
- Arrange for travel accommodations (book hotel, flight, etc.) if necessary
- Recruit volunteers
Two Weeks Prior to Event
- Stay in communication with Student Engagement & Leadership staff to ensure contract is fully executed
- Start marketing your event
- Submit all payment requests and financial forms
- Place catering order
- Purchase necessary supplies
- Request technology/media equipment from Technology and Media Services
- Make transportation arrangements if necessary
- Delegate responsibilities to club members/volunteers
One Week Prior to Event
- Create a timeline for the day of the event (what will happen and when, who is responsible for each task, etc)
- Confirm room reservation, room set up, and Facilities needs (additional tables, chairs, trash cans, etc)
- Confirm technical needs and arrangements
- Confirm catering order
- Confirm transportation and travel accommodations
- Check on payment for guest speaker, performer, and venue rental
Day of Event
- Arrive early to the venue to begin set up and go over last minute details and changes
- Introduce yourself to the performer/guest speaker and take time to welcome them to the event
- Have fun and be proud! All your hard work and planning has guaranteed you a great event
After the Event
- Make sure the venue looks presentable when you leave; pick up any trash, move furniture back to its original location
- Reflect on successes and growth-points for your organization and its members and send thank you notes