Tips for Planning Your Event

First Steps

• Consider why you are having the event and what you hope to achieve.
• What is the goal of your event: to honor someone, present information, raise funds? 
• What is your budget? 
• Who is your audience? 
• What is the appropriate size of the guest list?
• Should the group be small or large? Who must be invited according to protocol? 
• What is the appropriate venue: indoors or outdoors, on- or off-campus, lecture hall, dining room? 
• What is the appropriate time of day:  breakfast, mid-morning, cocktail hour? 
• What message do you want attendees to receive? 
• How elaborate will the event be? 
• Will guests need formal attire?
•  Will admission tickets be needed? If so, assigned seating or general admission?
•  Will the event conflict with or be held in conjunction with other campus or unit events? 

Timeline

Read through our Event Planning Checklist for a step-by-step countdown to your event.

Scheduling

• Determine key players, such as potential speakers, honorees, hosts, and university, campus, or government dignitaries.
• Contact all key players to determine as many potential dates and times for your event as possible.
• Be mindful of religious holidays and other university and community events that may draw the same audience.

Selecting a Venue

• Which venues are available on dates and times you have identified? 
• How should the room be configured? 
• What is the seating capacity? 
• Can you serve food and alcohol? 
• Is there a podium? 
• Can the room accommodate persons with disabilities? 
• Is AV equipment available, and is there a fee for using it? 
• Are parking facilities available close to the venue? 
• What space is available for catering staging? 

Reserving the Room

• Will you need to decorate the room with plants or flowers, stage backdrop or lighting? 
• Are keys needed, or will the room be unlocked? 

Lodging

• Consider reserving a block of hotel rooms for out-of-town guests. 
• Does your guest speaker need lodging and transportation arrangements?