Campus Council

How to Plan an Event

When planning an event or program, keep the following questions in mind:

What are the goals of the event?

Who is the intended audience? How can the audience be reached?

Is this a program that can be co-sponsored with another organization or academic department?

How much will the program cost and how will it be funded?

Where will the program be held? How many people are expected to come? Does the program fit the facility? Is the location convenient for the audience?

Will the timing of the program conflict with the observation of a particular religious/culturally specific holiday (i.e., Yom Kippur, Good Friday)? Will the timing of the program conflict with other campus activities?

Does the extent of the program implicitly or explicitly exclude particular segments of the campus population (i.e., serving pork products at food related events)?

Has the organization thought about how the event might appeal to different segments of the campus population? Choices of music, cost, day of the week should take into account the variety of backgrounds of the intended audience.

What College services will be needed for this program? Is there a need for catered food, maintenance, security, a sound system, printing or transportation?

What type of publicity will be needed for this program? When and where should the publicity be distributed and by whom?

Is a party contract or an outdoor event form needed? Be sure to allow ample time to have the proper forms signed and approved.

Is a contract for a performer necessary for the program? If so, have the contract reviewed by Bob Rodda, Director of Lowry Center and Student Activities (x2062), who is knowledgeable in providing advice on contract negotiation and riders.

When is the program to occur? What day of the week? What week of the semester? What time of day? How long will the program be? What other events are happening that day, or during that week?