Student Organization Handbook 2004-2005
Event Planning Checklist
Making Early Plans
Start your early planning 2-3 months in advance.
- Determine event goals
- Ensure adequate volunteers to plan and carry-out event
- Project a target audience
- Determine promotion and collateral materials
- Create a realistic budget (with actual estimates for all costs)
- Select possible dates (consider religious and cultural holidays as well as other major events on campus)
- Receive early approval from OSA for conferences
Securing Funding
It’s difficult to raise funds, so start early. Remember that you cannot commit funds before you have them.
- Prepare a detailed budget
- Consult OSA Fundraising Guide and website
- Develop on-campus funding list
- Check deadlines for funding sources
- Receive approval for off-campus fundraising (8 week minimum)
- Check your ASSU account to ensure committed funds have been received
Making Arrangements
Use these checklists to arrange for all needs well in advance. If delegating this work to others, ensure that one person carefully coordinates everything.
Possible equipment:
- Rooms
- Microphone and speaker
- Sound system
- Lighting
- Lectern
- Tables and chairs
- Stage or platform
- Head table
- Trash cans
- Portable toilets[including disability access]
- Barricades
- Fire extinguisher
- Food and beverage service
Possible supplies:
- Maps
- Tickets
- Directional signs
- Flip charts/markers
- Tape, staplers, pens
- Printed programs
- Parking permits
- Nametags
- Cash box/change
- Decorations
- Trash bags
- Tablecloths
- Water for speakers
Arrangements for speakers or performers:
- Investigate possible speakers or performers
- Negotiate price (verbal contracts are binding)
- Review final contract with assistance from OSA
- Obtain social security number (required for payment)
- Process honorarium form (two weeks in advance)
Other possible arrangements:
- Event approval
- Disability Access
- Security
- Concessions (requires health permit)
- Clean-up
- Recycling
- Parking and Transportation (car rental, bus, SURE etc.)
- Forms completed and delivered
Working with Others
Communicating with other University offices is important and often required.
|
ASSU
(funding and banking)
|
723-4331 |
|
Development
(off-campus fundraising approval)
|
723-8500 |
|
Diversity and Access Office
(disability access and information)
|
723-0755
|
|
Event and Labor Services
(tables, chairs, risers, a/v equipment)
|
723-2285 |
|
Fire Marshal
(decorations, tents, crowd management)
|
723-0609
723-5099
|
|
Public Safety
(security plan approval)
|
723-9633 |
|
Residence Staff
(parties, large events, outdoors)
|
varies |
|
Risk Management
(risky event, off-campus trips, insurance)
|
723-4555 |
|
Stanford Events
(campus runs and major events approval)
|
723-2551 |
|
Stanford Ticket Office
|
726-2787 |
|
Student Activities (OSA)
(conferences, fundraising, party planning)
|
723-2733 |
Submitting Forms
- ASSU Purchase Order
(accompanies all University forms)
- ASSU Honorarium Form
(speakers and performer payments)
- OSA Off-campus Fundraising Application
(off-campus fundraising approval)
Publicizing your Event
Develop your target audience, budget and a detailed plan at least 4 weeks in advance.
- Flyer/poster
- Designed
- Printed
- Distributed
- Bulk permit for U.S. mail
- Ads
- Daily Calendar of Events
- Website (your own site and links to others)
- Banner
- Events at Stanford website and video screens
- Email lists (don’t rely on these alone)
- Special invitations
- Announcements at house meetings
- Announcements in classes
Completing the Process
- Send thank you notes
- Pay all bills
- Promptly negotiate any discrepancies and document in writing
- Clear financial advances
- Obtain feedback on event
- Develop file for your successor with timeline, actual budget, sample publicity and all correspondence
