Use this checklist to assist your Student-Led Organization in planning a successful event.
Brainstorm a list of programs that your organization would like to provide for the campus community. Ask other students outside of your organization about programs they would like.
Make sure you have consensus and a broad range of members that are committed to the idea.
Who is your target audience? What are your organization’s goal(s) in having this event? What are your objectives? Etc.
Involve the members of the organization in the various tasks needed to ensure the program is successful. Depending upon the size of the event, you may need committees or just committed individuals. Make sure new volunteers understand what the responsibilities are, and use people’s talents and interests to your organization’s benefit.
Determining your budget will help you decide if you need to seek additional funding, or if your organization can cover the expenses. Make sure to utilize funding options available through the Student Government Association. Refer back to the Finances section of the Student-led Organization manual for details about the process of requesting funds.
SLOs are funded by student fees, which are allocated by SGA. Please complete the following form if your SLO wishes to receive funding from SGA: Apply for Funding
Contact Sydney Pedregon at email@example.com for conference room requests before submitting your Official Function Form. First determine the following:
What size room is needed?
How much time is needed for set-up?
Depending on the room and desired set up you will have to work with Facilities to meet your needs. Work with Andrea to determine this, as she will need to submit a work order on your behalf.
Should a rain date/location be reserved?
Tentatively book dates (are multiple needed?)
Whenever your student-led organization plans an event, you must complete the Official Function Form (OFF). An Official Function Form needs to be filled out for any activity that is held on campus that is not a regular meeting. Examples: events, movie screenings, workshops, speakers, etc. Submit to the Office of Student Life at least 3 weeks prior to the event. You must email your OFF to Student Life at firstname.lastname@example.org.
Learn about the Official Function Form process
Consider how you’re going to make your event stand out through marketing and promotions. Do you want a banner, flyers, signs, other materials?
Making a flyer or poster
Now that you have your meeting and events planned, you have to promote your event or meeting to gain attendance. Whether you’re adverting for a fundraiser or organization meeting, you need to remember that your flyer has to be striking enough to be picked up and looked at. The information on it also has to be clear and concise enough to convince that person to attend your event. Here are some things to keep in mind when you create your flyer.
The Department of Communication and Marketing does not create flyers and posters for Student-Led Organizations. We highly encourage that you use Canva.com to create your flyers. It is a free online tool you can use that makes it easy to create flyers!
If you want your flyers and posters printed by the Office of Student Life, you must first get it approved at least a week before your event.
Once you have your flyer finished. Email it to the Office of Student Life at email@example.com for approval. Approval of flyers should be done one to two weeks prior to your event.
Printing and Posting
Once your flyers is approved, you are ready to print and have it posted around campus. NOTE: Posting is only allowed on bulletin boards and other approved areas. Flyers on walls, doors, and windows will be removed. All student organizations get free printing services from the Office of Student Life. Please email us at firstname.lastname@example.org and let us know how many posters you want printed and posted. Our staff will post your flyers up within 48 hours of notice.
If you would like posters printed, please submit a Poster Printing Form online at least 1 week before you require the posters to be displayed.
Before creating any social media accounts, you must contact CCA Marketing and Communications at Kristine.email@example.com. If you have a social media account, keep your social media active. If a group is going to have an account, it needs to be well received and consistently be updated with new and fresh content. Multiple social media outlets are wonderful (Linkedin, Twitter, Instagram) only if they are being used to their full potential. When it comes to branding an organization, no social media content is better than weak social media content.
Determine if you are making any purchases and what supplies are needed.
If you are ordering food from an external vendor make sure the following steps are completed first.
Review the roles and responsibilities for each members or volunteer in your organization. Doing this before the event will ensure everyone is on the same page and coordinated. Pre-determine what type of materials you will need for the event. Student life has a variety of materials you can rent for free! Please make sure you visit our Equipment Reservation site and request your materials 1 week before the event. This allows the Student Life staff to have your materials ready on time.
Create a sign-in process, you can use this template. NOTE: You must collect the names and signatures (only) of everyone in attendance and then submit it to the Office of Student Life. After the work you’ve put in, remember to enjoy the program.
Give event flyer or agenda, sign in sheets, invoices, and receipts to Student Life for processing.
Whether they are members of your organization, people on campus, or outside organizations or departments who provided assistance, thank people personally and/or in writing.
Ask participants what they thought of the event. Find out from your planning group what went well and what could have gone better. Create a survey and send it out afterward to gain feedback.
Save information in a program planner or binder to pass on to the next generation of your organization. Program planning is made easier when you can build on the success of those who came before you.
Student Life will send you copies of completed pay requests and signed official function forms. Keep copies of Official Function Forms, receipts, invoices, emails, etc. for you own records. This will help you keep track of your budget.
Is your SLO hosting a free guest lecturer or performance? Want to give them a small monetary token of appreciation? Consider providing them with an honorarium. Pass along contact information to Jorge Velasquez at least 3 weeks prior to your event and she will obtain the appropriate information from your guest. You will also have to complete the Honorarium Request Form, or contact Student Life firstname.lastname@example.org to assist you.
Sydney Pedregon, Director of Student Life: email@example.com
Kyle Gabriel Cruz, Support Specialist of Student Life: firstname.lastname@example.org