| TIMELINE | TASK | TIPS/QUESTIONS TO ASK |
| At least a month before your event. | Brainstorm ideas with your organization. | How does this program fit the mission/goals of your organization? |
| At least a month before your event. | Develop a budget. Contact artists or vendors. | You can get a template from ASPB or develop one on your own. |
| Three weeks before your event. | Reserve space for your event.(if you are reserving a park in IV, you must start this process at least one month in advance).Once you have your space confirmed, confirm your performers and vendors. | Depending upon the space you are reserving, contact appropriate campus scheduler to reserve room. Don’t make any plans or promises to anyone until you receive a confirmation email about your space! download scheduling facilities pdf |
| Three weeks before the event. | Develop an advertising plan Publicize your event on the campus-wide calendar |
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| At least two weeks before the event. | Submit requests for funding to co-sponsoring groups (i.e. Finance Board, other AS Boards and Committees, After Dark) | |
| Two weeks before the event *(after funding has been approved) | *Order food*Implement advertising plan*Delegate tasks
Have a meeting with the service providers (i.e. CSO, Hub manager) to finalize details of event. |
Remember the University has policies governing the use of food at events—must use approved caterers, University food service, or prepare at approved kitchen with food permit. |
| At least two weeks before the event. | Make sure contracts are signed and requisitions made for any checks needed. Contract templates are available from ASPB or Marilyn. | Any contracts need to be signed by an AS manager. Students cannot contract on behalf of the UC. |
| At least one week before you need the check | Submit completed check requests to AS Administration along with a copy of the completed contract. |
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| Event Date | HAVE THE EVENT!!! | Make sure to clean up |
| 2 weeks after the event | Follow up on bill payments | Make sure all requisitions were completed and that you received final bills for any services. |
- Everything costs money – no really, everything.
- Everything requires paperwork – no really, everything.
- Even before you reserve the room, you need to know the budget – the budget will control everything else.
- It is worth the time to sit down and determine “what is the goal of this meeting?” or “what has to happen for you to declare this event a success?” before you even prepare the budget.
- Keep all emails/copies of paperwork for reference.
- If corresponding with a certain person, group, or company often, create a folder in your inbox and set up a filter for their emails – it is easier to track messages than scrolling your inbox to find one specific one.
- If it isn’t an emergency, don’t call it one – most service people on campus will find it refreshing and it goes a long way to establishing a good long-term relationship.
- If you messed up, say so, especially when you need an on-campus service group.
- Find humor in everything that goes wrong or you’ll go crazy.
- Use variety when publicizing your event – send emails, flyers, hang posters, write a press release, create a facebook group . . .
- Remember that it is your responsibility to plan for individuals with disabilities – find out ahead of time if an interpreter or special access accommodations will be necessary.