Planning Successful Events
Successful events take planning, communication, and preparation. Before submitting your event request, use the checklist below to help determine if your organization is ready to move forward with the event.
Repeat Events
If this is a returning event:
- Review past event evaluations and feedback
- Identify what worked well and what could improve
- Consider attendance, cost, and overall impact
First Time Events
Before planning a new event, consider:
| Planning Question | Considerations |
|---|---|
| Availability | Is the speaker, performer, or program available? |
| Venue | What campus space or venue fits the event size and needs? |
| Audience | Who is the event for? Will students attend? |
| Approvals | Are contracts, travel, food, or other approvals required? |
| Staffing | Do you have enough volunteers or support staff? |
| Budget | Can your organization afford the event? |
| Timeline | Do you have enough time to properly plan and promote it? |
Before finalizing your event, make sure:
- The event is appropriate for your organization and audience
- A venue has been reserved
- Funding and costs have been reviewed
- Required approvals have been identified
- Your organization has enough time and support to successfully host the event
Event Success Checklist
| Before the Event | Day of Event | After the Event |
|---|---|---|
| Promotion 2 weeks for small events 3–6 weeks for medium events At least 6 weeks for large events Once an event is advertised, avoid changing details unless necessary. | Items Needed Event schedule/run-of-show Compile file with confirmations, contracts, receipts, etc. Supplies/toolbox (pens, tape, scissors, chargers, etc.) | Evaluate the Event Attendance and engagement Budget and expenses Volunteer effectiveness Overall event success |
| Volunteer & Staffing Secure enough volunteers for assignments Assign setup and cleanup responsibilities Share event expectations in advance | Technology & Setup Test microphones, projectors, speakers, and technology Confirm room setup and signage Prepare for unexpected issues | Recognition & Follow-Up Thank volunteers, speakers, campus partners, and co-sponsors Submit reimbursements or required paperwork Save notes and suggestions for future events |
| Approvals & Logistics Reserve room and confirm approvals Submit food, travel, purchasing or contract requests early Create the event or service opportunity in DS Connect | Attendance & Safety Track attendance through DS Connect Monitor crowd flow and event safety Have contingency plans if conditions change | Cleanup & Space Reset Return furniture to original setup Remove decorations and trash Report damages or concerns if needed |
| Accessibility & Inclusion Consider accessibility, dietary needs, and inclusive event practices Ensure event information is clearly communicated | Enjoy the Event Be present and engage with attendees Support volunteers and troubleshoot as needed | Continuous Improvement Review feedback and evaluations Identify improvements for next time |
Reserving Campus Spaces
Reserving space on campus is one of the many privileges and benefits of being a recognized student organization. Below is a list of basic rules and policies for making reservations within the Student Center and across campus:
- Approved Student Organizations can reserve campus spaces free of charge. Student Organizations must be registered with the Office of Student Engagement and Belonging to use the facility free of charge.
- Be mindful of room capacities when making reservations. If your group is smaller, reserve a space that fits your size. Larger event spaces like the Gignilliat Hall 101 A/B (BizHub) and Brown 105 should not be booked for groups of 20 or less.
- Reservations can be made online with the Event Management System, Ad Astra. Reservations made via email will not be processed.
- Reservation requests should be submitted at least 14 days in advance. Requests made less than seven days in advance will be denied.
- Need help with the online reservation system? Email [email protected] for more information or review this tutorial.
- Student groups are welcome to arrange their reserved room to meet their needs during use. However, the space must be returned to its original setup once the meeting concludes.
- Any damage that occurs during the event will be charged to the student organization.
Campus Space & Flyer Posting Responsibilities
To help maintain clean, welcoming, and functional campus spaces for all students, organizations are expected to follow campus facility use and posting guidelines. Violations may result in warnings, fines, loss of privileges, or additional sanctions through a progressive accountability process.
Guiding Principles
- The first offense is intended to be educational.
- Organizations are expected to leave spaces in equal or better conditions than they found them.
- Repeated violations demonstrate a lack of organizational responsibility and may impact future reservation or event privileges.
- Multiple violations during a single event may result in combined sanctions.
- Damage requiring Facilities Management repair may result in additional charges beyond standard fines.
- Student organizations may appeal sanctions through the Office of Student Engagement & Belonging within five business days of notification.
- Severe or intentional misuse of campus property may bypass the warning stage.
Common Violations
Examples of violations include, but are not limited to:
- Using tape or adhesives other than painter’s tape
- Failure to remove decorations, signage, or tape after an event
- Leaving residue, damage, or excessive trash
- Failing to return furniture or rooms to original setup
- Hanging flyers or signage in unapproved locations
- Unauthorized posting on walls, doors, windows, or campus property
- Failure to comply with event setup or cleanup expectations
Fees & Charges:
| Violation | Fee |
|---|---|
| Unauthorized tape or adhesive use | $25 |
| Failure to remove decorations or tape | $25–$50 |
| Excessive cleanup or trash left behind* | $50 |
| Room not returned to original setup | $25–$50 |
| Hanging flyers in prohibited areas | $25 |
| Damage to walls, paint, furniture, or facilities | Cost of repair/replacement |
Note: Trash left in bins or identified areas will not incur a fee.
External Guests at Campus Events
External guests invited by Registered Student Organizations (RSOs) are welcome to participate in scheduled campus events when sponsored by a recognized student organization. Invited guests must remain within the organization’s reserved event space and may not independently solicit, distribute materials, advertise, recruit, or promote services elsewhere on campus unless prior approval has been granted by the Office of Student Engagement and Belonging. Such approvals are limited and subject to institutional policies and space use guidelines. An RSO officer, member, or advisor must always be present with invited guests during the event or activity.