Event Planning

Planning an event for your RSO can be an exciting and rewarding process, but also stressful and challenging if you aren't sure what to do. This page was setup to guide RSOs through some basic event planning steps. We can't list everything that could possibly be needed for your event, but this is a good place to start from. Additionally, check out our Upcoming Events page for RSO workshops that may be helpful!

Your RSO may have annual events that are hosted, or want to develop something new. Either way, discuss your ideas as an organization. Things to consider and discuss:

• Does everyone like the idea?
• Is your event able to happen in person?
• Have you thought about how your event could work or might succeed more if it is offered virtually?
• Can you fund it if there are costs?
• Can you partner or collaborate with other RSOs?
• Who is your audience? Students, faculty, staff and/or the public?

Your idea should be something that the organization as a whole supports - not something that just one person really wants to do. Remember that the event is a reflection of your RSO!

Date

        Time

                 Location

Make sure to think about the basic information you and your event attendees will need and remember to play in advance!  Your event date, time, and how the experience is going to take place can be critical to the success of your event. Do you have it on a weekday or weekend?  Lunch hour or night?  On-campus or off-campus? All of these are important to consider.



When selecting your event date, we encourage you to check for other events occurring. Some places to look for events on the Welcome Days Website, our Upcoming Events calendar, the University calendar and any RSO social media pages. Choose a date where there are no (or minimal) conflicts!

An important note on Location: When developing the idea for your event, think about the technological means that your RSO has access to.  Challenge your event to see if it is being developed as an in-person experience that you have to do virtually due to campus policy or if your event is developing from the fact that it will succeed virtually.  Remember, while Zoom Fatigue can be real, Zoom has a lot of different aspects and attributes that can make your program more engaging.  Visit UW Media Services for tutorials on how to use features available in Zoom 

Information on Hosting In-Person Events

When selecting your location, consider what will help to get you the best event possible. If you want an on-campus space, is the space available? Which space will best suit your needs - a conference room? Classroom? Indoor event space? Outdoor space? All of these are options. If you want to go off-campus, can people get to your location easily? What is the cost associated with the venue? Reserve your location as soon as possible!

If you are hosting your event on-campus, there are a variety of event policies that must be followed. Check out the campus event policies website, as well as the RSO resources and policies page. These both will have critical information that you will need to be aware of and ensure that your event follows. Our office can always assist with answering questions.

Policies for virtual events are still affected by the policies written for in-person events.  Please make sure to double-check the event policies website and while you may not be held to the guidelines for campus spaces, your organization's expectations remain the same to any policies governing standards, behavior, or conduct of your members and event attendees.



If you are using an off-campus venue, be sure to ask about any contracts and policies that you need to be aware of. Many venues will have location-specific policies that you must abide by - and a contract that you sign. Some venues will even require event insurance, which your organization would need to purchase.

What kinds of support and needs will your event have? Will you need tables, chairs, a stage? Will you need special equipment (lighting, audio/visual) or approvals for fundraising, serving food, serving alcohol, etc.? If you are hosting on-campus much of this can be listed and requested on your space reservation, but some things you may be responsible for getting on your own. If you are hosting off-campus, be sure to ask your venue about any support and/or equipment they will be providing.

Event costs can start to add up quickly! Be sure to accurately track your event and it's expected costs. Don't assume there isn't a cost just because it wasn't mentioned or discussed. Ask! You don't want to be surprised by any any unexpected costs that you are required to pay. We have several funding options for RSOs that you can consider. These include the RSO operations fund, the RSO UWAA support fund and the campus event fund. Remember that these have to be applied for - and some may take several weeks to be decided on. Plan your time accordingly!

Don't forget-- your Virtual events may (and can) have a budget as well!  You can pay for expenses associated with your event through the funding sources listed above. 



RSOs are also encouraged to seek sponsorship and donations for their events. You are welcome to obtain sponsorship from on-campus departments or off-campus organizations from the community. How you recognize these sponsors is up to your organization.

Once you have everything confirmed - and we strongly recommend that you don't advertise until your date, time and location are solidified - you should start to advertise! There are several ways we recommend for you to advertise:

• Create an event on DUBNET
• Submit an Advertising Request with our office. On this one request, you can promote on the:
  • The Grit List weekly email (goes to all students!)
  • Campus TV screens
  • University online calendar
  • @UWTInvolvement Social Media platforms
• Post flyers on campus - follow the posting policies!
• Post on your RSO's social media platform

It is important to finalize the specifics of your event in advance.  Have your RSO take a look at what events, meetings, and opportunities you want to have in the next quarter and start planning the quarter before!  Give your possible event attendees as much time to add your opportunities to their schedules, so they block off that time to attend your event or meeting.  The more time you have to advertise, the more possibilities that students will share that information and your audience size will grow.

Make a plan for your event: 

• Who will work what stations
• What time to be there
• What items or resources do you need to make the event set-up happen?

Double-check that you have completed all appropriate forms for your event

• Have you added your event to DUBNET?
• Is a member of your organization ready to taken attendance?
• Have your submitted your fundraising form? 
• Have you reviewed the event policies? 
• If there are questions, have you reached out to the Center for Student Involvement for assistance?

It's time to host your event! Make sure your volunteers/members show up on time. Assign roles and responsibilities to people for the event. Be sure everything is setup and ready to go. Show up a little early to your reservation - you don't want to waste any of the time you have reserved! Have fun and enjoy yourself!