Effective Event Planning Student Organization Online Training

Step 1: Determine Type of Event Academic?  Speaker/Lecturer  Conference Social?  Mixer  Athletic  Performer Philanthropic?  Food/clothing/book drive  Community Service  Fundraiser (not eligible for SAFAC funding)

Step 2: How will you Pay? Determine Budget/Funding Organizational Funds  Approved by voting members SAFAC  Complete forms EARLY to ensure a spot on the agenda and to know if awarded.  On or Off Campus Activity Approval Form must be approved prior to applying for SAFAC

Step 3: Where will the event be held? Location, Location, Location! Things to Consider On Campus  On Campus Activity Approval Form On Campus Activity Approval Form  Facilities Scheduling Set-up Off Campus  Off Campus Activity Approval Form Off Campus Activity Approval Form  Travel Training for Overnight Trips and Day Trips Travel Training  Advisor Availability Inside or Outside Event  Inclement Weather  Campus Closings

Step 4: Target Audience Who’s Invited?  Students  Faculty  Staff  Community Dress Code?  Casual  Business Casual  Formal  Costume

Step 5: How to Decorate Formal or Informal? Based on Step 1: Type of Event  What is available from Student Life?  Paper goods/plasticware  Balloons & streamers  Plastic Tablecloths (make all requests at least 48 hours in advance)  What are the necessary purchases?  Food & Drinks  Special Decorations Special approval needed for:  Dance Floor  DJ

Step 6: On-Campus Event On Campus Activity Approval Form! On Campus Activity Approval Form  Due to Student Life:  Tier I = 5 business days  Tier II = 15 business days  Tier III = 20 business days  Approval MUST be received prior to advertising the event.

Step 7: Off Campus Event Off Campus Activity Approval Form  Due at least twenty (20) business days prior to event.  If seeking SAFAC funding, completed SAFAC forms must be attached to Off Campus Activity Approval Form.SAFAC formsOff Campus Activity Approval Form  Wait for approval prior to advertising event.

Step 8: Liability Waiver FormsLiability Waiver Forms Required for Off Campus events. Due at least three 3 business days prior to travel for everyone who plans on attending. Advisor must keep forms on their person at all times.

Step 8: Ready, Set, Go! Advertise (On Campus) to ensure participation. Pack appropriately (Off Campus) for overnight travel. Safety first ALWAYS! Have fun!

Questions? Contact: Donna M. Okaro Central Park Campus: C119C

Effective Event Planning Student Organization Online Training