The first important step in event planning is to clearly articulate the mission of your organization and the goals of the event. This can be accomplished by holding a brainstorming session with members of your organization. It is important to include as many members of your organization as possible in this process. The people who help generate ideas are far more likely to be willing to assist you in planning the event. Also, listening to others in your group will help everyone refine their ideas. Once a list of potential events is generated, revisit the suggestions the group is most excited about and discuss them with your advisor. Assess the feasibility of each event; ask yourselves questions about cost, location, logistics and interest on campus. After doing this assessment, you can prioritize which events your group will pursue. Please remember all student organization must meet with the Director of Student Engagement and complete a Reservation form.
The next step is to ask for volunteers interested in working on this event. Organization members have the responsibility of conducting research for your proposed event. Contact the Office of Student Activities to discuss the feasibility of the event (i.e. technical requirements, location, cost, etc) and review the event planning timeline to make sure your organization has sufficient time. Consult the Informer Calendar and reservations to make sure there is no conflict with other events on campus. Use the internet to learn more about your event or to see if comparable events have been planned on other college campuses. Consult the records of your own organization to determine if similar programs may have been offered in the past.
Virtually every event can be strengthened through collaboration with other organizations on campus. In considering your idea, are there other groups who are likely to have a mutually shared interest in the goals for your event? Are there opportunities for unexpected collaborations that could further strengthen the campus community? Could the content of the event be more fully explored by bringing in groups commonly thought to hold opposing views? As a College, we hope to promote an environment that encourages a free exchange of ideas in a respectful manner. This is often best achieved by bringing in collaborators who can help you refine your own ideas and provide challenging counter points for the audience to consider. If your organization will be collaborating with another on campus group, please remember to complete the co-sponsorship agreement.