How to Have an Event

Your club has an idea for
an event, what's next?

Make Plans Early
Start planning as far ahead as possible. Two weeks isn’t long enough to plan a great event!
	Determine your event goals. Why are you having the event?
	Project a target audience.
	Select possible dates and reserve your space with Meeting and Events or The Pulse.
	Create a realistic budget with actual estimates for all costs.
Securing Funding
It can be difficult to raise funds so don’t commit funds before you have them.
	Prepare a detailed budget.
	Consult the Fundraising information.
	Submit the appropriate paperwork the funding sources.
Make Appropriate Arrangements
Arrangements for Speakers or Performers:
	Investigate possible speakers or performers
	Negotiate a potential price (verbal agreements are binding)
	Send your contract to the Student Center and Activities Office for their review
	Have your Advisor sign the contract
	Obtain a W-9 to process payment for the speaker or performer
Equipment
	Rooms
	Sound
	Lighting
	Lectern
	Microphones
	Tables
	Stage
	Additional trash cans
	Food and beverage service (Catering)
Possible Supplies
	Nametags
	Printed Programs
	Decorations
	Table cloths
	Items for speaker/performer (water, dinner, etc.)
	Directional Signs
Other Arrangements
	Security
	Disability access
	Clean-up
Working with Others
Communicating with other campus departments is essential
	Safety and Security (parking, security guards)
	The Senate (funding)
	Student Center and Activities (planning the event, publicity, fundraising information)
	Meeting and Events Services (booking space)
	Catering (ordering food for your event charged to your account)
Publicizing Your Event
Develop your target audience, budget, and detailed plan at least 4 weeks in advance.
	Atrium Table Reservation
	Banner Request
	Button Maker Request
	Display Case Reservation
	Floor Window Request
	Poster Request
	Pulse Reservation
	Signage/Easel Request
	Special Request
	Sticker Request
	Table Tent Request