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Things to Consider When Planning an Event

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.