When student organizations are planning an event, there are a number of items to be considered … If you are planning a travel program,, please refer to the Student Organization Travel Checklist
Is this the event for us?
- Is this something that will be of interest for the audience you hope to attract or does it appeal to only one or two members of your group?
- Has this or something similar been done in the past? What were the results?
- Is this an event that will enhance the group’s image?
- Do we have enough people within our group to pull this off and is everyone committed to the idea?
- What does our advisor think?
- Is there another club or organization that we could so-sponsor with to help with some of the cost/man power?
- Will we open up the event to off campus community?
– and if we do what approval and requests will be required?
What about our finances?
- How much will it cost to put on this event?
- Will there be a fee for a speaker or performer?
- Will we have to pay for food, sound, lights, audio-visual equipment, a DJ, University police?
- What about publicity expenses? (i.e. posters, flyers, etc.)
- Do we have enough money in our budget to cover expenses even if we don’t make money from ticket sales?
- Could we apply for co-sponsorship, Weekend Warrior Grant, Inclusion Grant, or Beyond the Classroom Grant?
- Will we charge an entrance fee? And or sell tickets ahead of time?
How will we publicize?
- Who is our target audience?
- How will we advertise to reach this target audience?
- Have we reviewed the campus advertising policy?
- Will we promote this off campus?
Will we be able to do this event?
- If it is something other than a meeting, have we met with the *Director of Student Activities and Student Center Operations to get approval for and assistance with the event?
- Once we have approval, is there a facility we can use to have this event? Do we have a confirmed reservation for the facility?
- Do we need to place a food order with Gourmet Dining?
- Are there other events happening that night/day that could adversely affect our attendance?
- Who will be responsible for placing all the work orders (for tables, chairs, etc.) and requests for police, food and/or audio-visual equipment?
- Who will assure that cleanup is done?
- Who will be the advisor on duty for your event?
- If the event is off campus there are differ timelines and regulations to be followed.