PLANNING AN EVENT
One of the most exciting, and at times frustrating, things an organization can do is planning campus events. This is a sheet that will help you with some of the surprises that may come up while planning a large or small event. If at any time you would like further help, please contact the Associate Director HMU.
Security: Any large event or outdoor event needs a security plan. Please contact Safety and Security, 755-3888
Contracts: Any performer or rented service must have a contract. Please see Associate Director for information.
Food: Aramark has exclusive contract to cater events on campus. Please call 444-7576 for more information.Things to Consider When Planning an Event:
___ 1. Gather resource information and ideas (semester ahead – for large programs)
- Talk to students, faculty, advisor, and other resources
- Research publications and online resources
- Ask yourself – is it a program of benefit or interest to students?
___ 2. Make initial contacts for program talent… availability, costs etc.
- Contact agents to discuss dates and costs, this is also where you would make sure that the Associate Director, HMU is in on your planning ideas. They have experience in finding the information and talking to agents.
- Meet with advisor to discuss ideas and process of the program/event
- Develop a budget for program (other sources, co-sponsoring, HUPB, SAFAC)
- Check with the Scheduling Office, HMU for availability of rooms and reserve them.
___ 3. Present program idea at general meeting of organization as a preview.
___ 4. Complete negotiations for the program. Request and process a contract with any talent that is involved or any production that is also included. Please work with the Associate Director for any contract. All talent (comedians, bands, DJ’s etc.) needs a contract to receive payment.
- Determine technical requirements for program and how to satisfy them.
- Arrange for facility set-up.
___ 5. Develop Publicity Ideas (at least one month ahead)
- Banners, table tents, Campus Events, chalking sidewalk, etc.
- Coordinate publicity with other organizations
___ 6. Delegate specific tasks to be accomplished by committee members
- Coordinate business details
- Hospitality arrangements
___ 7. Start Publicity, check for effectiveness (at least 2 weeks ahead)
___ 8. Arrange for payment of talent (at least 2 weeks ahead)
___ 9. Day of Event – hosting etc.
___ 10.Send “thanks” to persons or groups that have provided special assistance (no later than
1 week after event)
___ 11.Do a follow-up evaluation; keep on file for future events.
(Sample evaluation and the Backward Calendar are available online)PUBLICITY:
One essential ingredient for each activity is publicity. Student groups have a number of different methods to publicize their activities:
- Northern Student – HMU, 755-2987
- KBSU/KDRS Radio (FM 90) – Deputy Hall 215 – 755-4120
- KBSU Television – Deputy Hall 252 – 755-204
- BSU News & Publications – Deputy Hall 323 – 755-2041
- Bulletin board posters – campus wide
- Table tents – contact HMU Information Desk