1. Successful Event Planning

2. Where Do I Begin? It starts with an Idea…
Next establish clearly defined goals:
High Profit - fundraising
High Turnout
Communicating a Message
Write everything down somewhere.

3. Get Help Determine who can help you meet your goals Who to contact…
Identify a Student Activities Manager or Graduate Assistant to assist in the development and preparation of your goals.
Who to contact…
Peers, student leaders, former executive board members
The Student Association Executive Board
SAM’s & GA’s
Staff, Faculty, and Advisors
Seek co-sponsorship with departments, faculty and other student organizations
Lexi to cover this slide- discuss who are the SAMs and GA’s- and their areas of responsibility
Share office hours

4. Setting a Date Know your Audience Plan around your schedule
Be sure to check possible dates for events with similar goals or themes.
Plan around your schedule
Find a time and date when the greatest number of members of your group can attend
Plan all events well in advance
Based on gathering supplies, event planning needs (such as contracts), form deadlines and advertising

5. Getting a Space
Determine which room or location would best suit your needs for the event you are planning
Using R25
Log on to events.pace.edu
Click “Request an Event”
Log in
Fill out all details relative to your event (A/V, food service, facilities, Security, Transportation)
You will receive an immediate response generated from R25 accepting your request- THIS IS NOT AN EVENT CONFIRMATION!
A formal event confirmation will be ed to you from a member of the University staff. When the reservation is confirmed keep the Confirmation number.

6. Preparation is Essential
Prepare to File Paperwork
Assess level of risk associated with your program
Check with SDCA staff to make sure Vendors are approved
Determine whether a contract will be necessary
Determine Chaperone, Security and Transportation needs for events
Have Event Confirmation # and details ready
Set up a meeting with one of the SDCA Graduate Assistants or Student Activities Managers
How will you assess and address the reduction of risk as associated with your intended event- have you thought about the worst case scenario- what planning preparation and membership will assist in alleviating these concerns.

7. BMS Requests
Log onto Orgsync.com and proceed to the Treasury tab, then select Budget
Have all of the information compiled, prior to attempting to fill out a BMS request
Upload all invoices, receipts, contract documents, etc with your BMS request.
Remember to stay in contact
Vice President of Finance
SDCA Staff
Faculty or Staff Advisor
New users to the BMS system should seek to make an appointment with the VP for Finance Brian Keegan

8. Completing a BMS Request
Fill out all areas as completely as possible
Any missing information may be a basis for the BMS Request to be denied
Areas of Caution
Event Confirmation
Calculating transportation
Security and Chaperones
Missing or incomplete uploaded documentation
Proper naming of the BMS request
EX. SDCA’s Budget should be SDCA’s Holiday Party Budget
Be as specific as possible with each request, line item and categorical request area

9. Revenue Guidelines
Any revenue collected for any event or donation – MUST be taken to the SDCA office within 24hrs of your event and placed in the safe in Caity’s office!
Please look at the envelope on the safe as a guide as how to label your revenue submission. You must have an SDCA staff member initial the submission.
It is preferred that you use 123SignUp
Please indicate on your request whether or not the organization intends to receive revenue as part of their program. This will assist in transparency and the ultimate approval of funds from the SA Senate.