Event planning guide

Getting Started
Program
Protocol
Invitations
Marketing your event
Photography
Tickets
Catering
Printed Materials
Checklist
Resources

Getting your event started

Goals

The first step to planning any event is to think about why you're having it and what you hope to achieve. These questions should help you gain the necessary focus.

• What is the goal of your event? To honor someone, to present information, to raise funds?
• What is your budget?
• Who is your audience?
• What is the appropriate size of the guestlist?
  Should the group be small or large? Who must be invited according to protocol?
• What is the appropriate venue?
  Indoors or outdoors, on or off campus, lecture hall, dining room?
• What is the appropriate time of day?
  Breakfast, midmorning, cocktail hour?
• What message do you want attendees to receive?
• How elaborate will the event be?
  Will guests need formalwear?
• Are admission tickets needed?
  Assigned seating or general admission?
• Will this event conflict with or be held in conjunction with other campus or unit events?

Timeline

Read through our Event Planning Checklist, a step-by-step countdown to your event

Scheduling

• Determine key players: potential speakers, honorees, hosts, university, campus, or government dignitaries
• Contact all key players to determine as many potential dates and times for your event as possible
• Be mindful of religious holidays, as well as other university and community events that may draw the same audience

Selecting a venue

• Which venues are available on the dates and times you have identified?
• How should the room be configured?
• What is the seating capacity?
• Can you serve food and alcohol?
• Is there a podium?
• Can the room accommodate persons with disabilities?
• Is AV equipment available, and is there a fee for using it?
• Are there parking facilities close to the venue?
• What space is available for caterer staging?

Reserving the room

• Will you need to decorate the room with plants or flowers, stage backdrop, or lighting?
• Are keys needed or will the room be unlocked?

Lodging

Consider reserving a block of hotel rooms for out-of-town guests. Does your guest speaker need lodging and transportation arrangements?

Equipment, facilities, and services

• To acquire a stage, podium, chairs, tables, a public-address system, coat racks, easels, plants, garbage cans, custodial crews, etc., e-mail or call Tracy Osby in Facilities & Services at 333-1490
• To acquire AV equipment, contact CITES at 244-7000
  Have a trained person available to operate AV equipment
• To reserve parking spaces call Campus Parking at 333-3530
• For conference planning assistance, contact Conferences and Institutes at 333-2880.

 

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Next step: Program

 

 

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Thanks to Babette Hiles from the Chancellor's Office for providing this information.