Step 1: Determine Key Event Information
Collect and decide upon all the details of your event: event name, purpose, organizer, event type, audience, speakers, budget, date, time, and rain plan.
- Event objective/purpose:
- Event sponsor or organizer (committee, group, or department):
- Designate one main contact
- Event type (ex. workshop, fair, open house, panel discussion):
- Short description of what attendees can expect as part of the event/why should they attend:
- Target audience/total number expected:
- Current students?
- Faculty/staff?
- Prospective students?
- General community?
- Dignitaries/VIPs?
- Determine budget:
- How much will the event cost (including printing, table/chair rentals, food, additional staff time, etc.)?
- Work with supervisor/manager to identify source of funds
- If needed, assign budget account codes (work with Business Services Office)
- Name of event:
- Speaker(s)/Performer(s):
- Confirm their availability
- Request short bio and digital photo for promotional materials
- Preferred day and date (check calendar for potential conflicts and holidays):
- Start and end time (consider class times and travel time for participants/guests):
- Campus and room/area location:
- Is a rain plan needed (prepare for inclement weather)?
- Notify appropriate administrator of event (President, Dean, Supervisor, etc.):