Identify the purpose.
- What is the purpose of your organization?
- What is the purpose for hosting event/program?
- How does this event/program align with the organization's values and purpose?
- Have you considered collaborating with other organizations or offices/departments on campus?
What is going on currently on campus that might be effecting your organization and/or its purpose? Identify what type of event/activity you would like to host.
- Who is your target audience? What would your audience respond to?
- What is the goal of your event? What would you like to accomplish through this event?
- What is realistic - budget, timeline, resources, facilities, etc.?
Consider establishing partnerships with other organizations/departments to assist with the planning, funding, and execution of the event.
- Does a department or student organization have resources they can share to help plan and execute the program?
- Would partnering with another person/group enhance the experience for participants and/or the number of participants?
Decide on a date and time for the event/program.
- Check the OWU calendar for events already planned
- Review Ad Astra for spaces that may already be reserved for an event
- What day/time works best for your intended audience? Would a certain day/time exclude people?
Consider the best location and facilities to host event. Then, reserve a space & register the event on Engage.
- Reserve the space on Ad Astra
- Register the event on Engage
- If the event is off campus:
- Contact vendor about hosting event for a specific date and time
- Complete the Professional Contract Request Form on Engage and collaborate with the Student Involvement Office to obtain/complete necessary permits or contracts
- Will you be providing transportation?
- If so, complete the Travel and Transportation form on Engage to reserve OWU transportation. It is not guarantee your vehicle(s) are booked until it is approved by the SIO.
- What are your space needs?
- How many people do you anticipate attending?
- How much room will they need to participate in the activity?
- How should you arrange the space?
- If your event is outdoors, will you need a rain location/date?
- What is your plan to ensure people arrive safety to and from your event?
Create a budget.
- Determine your current budget and BE REALISTIC
- Consider submitting a WCSA budget request or utilizing other campus funding sources
- How to request WCSA funding
- All student organization purchases must go through the SIO Student Purchasing Coordinator. Schedule an appointment for online purchases or checking out a University credit card. Appointments are available only during the spring and fall semester.
- Supplies, food, drinks, travel, maintenance, marketing, rental equipment/ AV, co-sponsorships, Buildings and Grounds requests, security, vendors, production, etc.
- Is this program is worth the cost/participant?
- Will you be charging admission for the event? If so, how will you be collecting money?
- Will you have an RSVP for the event?
Create an event timeline.
- Outline all essential decisions and responsibilities needed to be completed before, during, and after event
- Week of the event: confirm all requests, host an event walkthrough with vendors, last marketing pitch, have participants complete an evaluation, coordinate/confirm volunteers and assignments
- After the event: clean up the space, send thank yous, compile evaluation results, assess strengths and areas for improvement
Implement an advertising campaign.
- Posters, social media, HWCC TVs, table tents, emails, word of mouth, chalk sidewalks, giveaways, etc. - think outside the box!
- Remember to include WHO, WHAT, WHERE, WHEN, and maybe even WHY/HOW? Remember to include your club's organization's social medial on all advertising materials!
- Post your event to the OWU Daily.
- Review the University posting policy.
Coordinate and execute event logistics.
- Who will be completing and executing responsibilities? Be sure to assign responsibilities to volunteers.
- Who will be the day of contact for on and of campus vendors?
- How are you communicating event details to volunteers, attendees, vendors, etc.?
- Buildings & Grounds requests, sound and technology requests, items to purchase, confirm volunteers, reserve caterer, room setup, waivers, and rosters.
- Be sure to revisit and confirm logistics closer to the event.
After your event
- Return resources and equipment
- Review the event with attendees, partners, etc. to determine strengths and areas for improvement.
- Send thank yous to sponsors, helpful individuals, departments, etc.