Event Planning Guide
The event planning guide is a resource on steps to consider when planning for an event with you organization.
Before Your Event
- Brainstorming - what is our goal/mission? How does what we came up with align with that goal/mission?
- Does this event contribute to furthering the goals or mission of your organization?
- What do you want people to know or experience when they leave your event?
- Can I realistically plan this event with the budget I have? How much money do I need?
- Are there partners or co-sponsors that we can work with to make the event more successful? Who is included in the planning process?
- What is your anticipated attendance? Will you have food? Are their vendors or performers you would need to pay? Giveaways? What will supplies will be needed?
- Make a budget and Apply for funding or fundraise if needed
1+ Month(s) Before Your Event
- Secure your space via Event Planning Services
- Need date/time/location
- Think about a rain location or a rain date
- Develop your plan for how you would like the space setup and what Audio Visual (AV) equipment you need
- What outside equipment are you bringing into the space? What is needed for that equipment?
- Secure any performers/services/vendors
- Plan for food
- Think about what risks are associated with the event - purchase event insurance and make sure vendors have insurance as well!
- Take care of any paperwork and University forms EARLY
- Policies on Student Event Planning
- Amplified sound? Food? Equipment? Risk? Minors? Tents/stages? Etc.
- Secure payment for your performers/services or vendors
- Secure your staff
- Develop a marketing plan
- GroupMe, Instagram, (social)
- Flyers and digital marketing
- TVs in Res Halls & Newcomb Hall
- Hoos Involved
- Chalking, Tabling, and Banners - just make sure to do so in approved locations only
2 Weeks Before Your Event
- Execute your marketing plan!
- Flyers
- Facebook/Twitter and other forms of social media
- HooView
- Table Tents
- Connections Newsletter
- Check in with your vendors/speakers/performers/services to confirm their services
- Secure volunteers for your event
- Determine if and how you will track event attendance
The Week of Your Event
- Check in with your volunteers and assign tasks and points of contact
- Advertising push
- Print Materials Complete
- Prepare event materials
- Prepare event evaluations, where appropriate
Day of Your Event
- Have a day of schedule prepared
- Know who is responsible for what
- Make sure everyone knows what to do for emergencies - have a plan
- Are you tracking attendance? What is the process for that? FYI Hoos Involved can be used to track
- What is the flow of the event? Where are people going when they are arrive? What are they doing?
- How will you assess the event? Has assessment been created? How do you get people to fill it out?
After Your Event
- Send thank you notes/emails as applicable
- Wrap it Up and Leave Feedback
- Create an after event summary with all of the information and details from your event.