Event Planning

Plan Student Events, Tabling, Meetings.pdf

The initial stages (minimum one month prior to your event):

  • Brainstorm event ideas.
  • Discuss the potential details of your event with the rest of your organization.
  • Decide on a few possible event dates and times that work well for your organization.
  • Check 25Live and the What’s Happening Calendar for programming conflicts to help narrow down your potential event dates. (Example, if you check 25Live and see that RHA is hosting a student leadership conference on the date you were looking at, you want to cross that date off of your list so as not to compete for attendees.)
  • Confirm your budget via resources made available to you by the HUSC Treasurer.
  • If you will be bringing in a contracted performer/artist/guest: contact any agencies, performers,speakers, etc. regarding availability.
  • Solicit any necessary contracts, review them, and bring them to your organization’s advisor for their signature. This may mean bartering prices for performers and negotiating contract details. Student Activities & Leadership Development can advise you through this process as needed.
  • Research the availability and cost of necessary resources to confirm they fit your budget.
  • Once you have confirmed a date and time, reserve your space. This process begins and ends with Conference and Event Management. Note that reservations must be made at least one week prior to the event date, but are preferably made at least two weeks prior to the event date.
  • Brainstorm potential ideas for a marketing campaign for your event.
  • Complete any paperwork necessary to pay contracted performers/guests.
  • Schedule time to shop for supplies if needed. Work with your advisor and/or the HUSC Treasurer prior to shopping to confirm how you will pay for supplies.
  • Consider volunteer needs and begin securing volunteers.

Still early in the process (two weeks prior to your event):

  • Arrange for any potential refreshments with Dining Services/Catering. Email catering@hamline.edu. This should be done no less than one week prior to your event. Even if you don’t know what food or beverages you want at your event, just sending an email saying you have an event coming up is very helpful.
  • Contact Security with specific needs for day-of event (unlocking doors, personnel needs, etc.), if needed. This is usually only necessary if you are hosting an event in a space after the building closes, or if you are hosting a very large event with 400+ people. Other unique needs may apply.
  • Visualize how you plan the event going from setup to tear down. What is the timeline? Who will introduce the event? Create a specific volunteer need plan.
  • Other:
  • Post posters and/or Anderson Banners. All posters must be approved and stamped by the Anderson Front desk or the Residential Life Office (if they are being hung in residence halls).
  • Confirm requests for payment and/or that all checks and financial needs have been processed. Remember that the Cashier’s Office is only open Monday through Friday. All checks are printed on Fridays, and check requests must be submitted on Monday by 10:00 am to get a check the following Friday.
  • Confirm volunteers for specific shifts/needs.
  • Pick up checks, if needed, from the Cashier. Doing this prior to the day of your event is helpful, so that in case there is something wrong you have time to troubleshoot.

Day of event:

  • Gather all supplies, decorations, rider requirements, etc. prior to your event.
  • Confirm the setup of the space, sound, and lighting before anyone else is scheduled to arrive.
  • Serve as host to performers/guests. Arrange to meet them somewhere and escort them to the event location, offer them water, and ask if they have any other particular requests.
  • Introduce the event and your performer/guest to the audience.
  • Distribute checks for payment.

After event:

  • Write thank you notes to appropriate people (if applicable).
  • Make sure all remaining checks have been mailed out, money transferred to appropriate accounts, or receipts turned in.
  • Remove publicity/signs.
  • Evaluate the success of the event for future reference. What worked well? What did not work well? Would you plan this event again? What would you change about the event for next time?
  • Update your budget-tracking documents to reflect all expenses.