FIVE EASY STEPS TO EVENT PLANNING
Step #1 - Event basics: ON YOUR MARK!
What type of event will this be? A cultural performance? A concert? A meeting? Use our handy Event Planning Checklist to help you plan your event!
- Select your date! Use the University Academic Calendar , the Events Calendar and even B-Engaged to select the best date for your event! *Tip* Pick a weekday (Sun-Thursday). It may be easier to get a space on campus!
- Book your space quickly because space fills up fast once the semester starts! Think
about the expected number of people you envision attending, and book your space accordingly. R25, the University online booking site, has the capability to help you book a room in most places on campus, as well as
book a space for tabling in the Union. Note: Reservations may only be made by SA-chartered organizations, University-recognized
groups or faculty/staff. Each student organization can select only one person to be
its contact. For spaces in the Anderson Center or athletic spaces, you will need to
contact the facility manager.
- Don't forget a rain site if needed!
- Upon choosing your space, think about what the physical event set-up should be, i.e.
how many tables, chairs, where stage can go, etc.
- If it is a University Union event, contact Orrin Kenyon, Assistant Director of the University Union, at 607-777-3300.
- For help with a work order for outdoor events, visit Campus Activities in UUW-205.
- All Residence Life events should be coordinated through the appropriate AD of the Res Life Community you are hosting your event in.
- Event Planning Checklist - Use this basic checklist to assist your group in planning a successful event. Remember, we may not have all of the specifics that your event requires on this sheet, so brainstorm prior to starting your event planning to make sure everything gets covered!
Planning a large-scale, campus-wide event? Take a look at the Procedures for Scheduling Large Scale Events.
Other Helpful Links for Step #1:
Step #2 - Arrange and finalize your needs: GET READY!
What is your budget for the event? Need help? Use this Budget Planning Worksheet (pdf, 30.4kb).
If part of a recognized SA group - check the Student Association Financial VP in the SA Office for policies and tips.
Other possible funding resources:
Will you need lighting, speakers, a stage?
Will you need food? Drinks? Catering?
- Contact the Dining Services Catering department.
Will you need event security?
- For events in the University Union, contact the University Union Office at 607-777-3300.
- For events outside, in the West Gym, Events Center, etc., you may need to hire Campus Activities Event Security Staff. Will you need University Police at your event? Contact Campus Activities to answer these questions! UUW205 or 607-777-2811
Other Helpful Links for Step #2:
- Will you be using ScanFobs to track who is at your event? Make sure to review the policies for utilizing these.
- Will you need to sell tickets at your event?
Step # 3 - Advertise: GET SET!
Who is your target audience? How can you reach them?
- Social Media - Social Media Guidelines
- Posting Policies
- Advertising on Campus
- B-Line is daily email sent to all undergraduate and graduate students, and the official source for university news to all students. You may submit a request to include your event by clicking the "Submit an Event" link on the right-hand side of page linked above.
- Electronic Signs (entrances to campus) – To submit a request for your event to be advertised on the electronic message boards on the Glenn G. Bartle Drive and the Bunn Hill Road entrances, please email your event information to: firstname.lastname@example.org.
- University Logo usage and copyright
Step #4 - Day of: GO!
- Make sure you have all your supplies ready. What is your plan if you run out of something?
- Are you collecting money? Make sure to have a plan for taking cash and selling tickets - who will be responsible for this?
- Refer back to your Event Planning Worksheets to make sure you've done everything, that things are delegated, and that you have all supplies needed.
- Be at the event location at least an hour before your event to begin setting up.
What to do in an emergency? Call:
- Harpur's Ferry (Student Ambulance Service)
- University Police 911 for an emergency or 607-777-2393 for a non-emergency
Step #5 - Wrap-up and evaluation: WAY TO FINISH!
Write up an evaluation of your event. Here's a form you can use: Post-Evaluation Worksheet.