Skip to content
  • Print

Getting Started

Planning ahead is the key to a successful event. Give yourself as much time as possible in order to prevent scheduling conflicts with major or similar events, secure the best location, maximize exposure and handle contracts. We've created this helpful timeline to help prioritize your planning process, but before you start planning, make sure you've answered the following questions to help maximize the success of your event.

The What, When Where, Why and Who

  • What ....
    • the goal of your event? (i.e., educational enrichment, cultivate or thank donors, cultural understanding, etc.)
    • ... is your budget for the event? (You will need a budget allocated and budget code for scheduling services and purchasing materials)
    • ...types of equipment and resources will be needed? (projectors, sound systems, chairs, tables, decorations, videography or photography, etc.)
  • Why is the event necessary? (How does it accomplish your goal? Is it the best way to do so? Are there other activities already scheduled that achieve this goal? Are there other departments, organizations, schools, etc. who you would like to or who would be appropriate to collaborate with on this event?)

  • Who is your intended audience?  
    • Is your event open to the community, or is it only for students, staff or faculty? 
    • Is it a general announcement or by invitation only? How many are you inviting, or what is a reasonable expectation for the drawing power/public interest for your guest speaker/artist?
    • Who is your point person on this event? (Contact for logistics, media questions, approval of publicity materials, etc.)
    • Is your event one that you feel the President, Cabinet members, Regents or other University Leadership would/should attend? (see information on requesting the President and University leadership here)
  • Where will you need to have the event? (campus facility, indoor/outdoor, will you need food service or seating for lecture/performance, etc., multiple day or venue? Note: Be sure to prepare a rain plan when scheduling an outdoor event.)
  • When is the event planned or scheduled to occur? (date and time)

Once you have those questions answered, you're ready to move ahead with planning your event!