Event Planning Resources

Events and Hospitality Management offers outstanding conference and event amenities while striving to provide exceptional customer service.

Aspects to Consider

Use a Timeline

Consider the active planning time you have between when you begin planning and the actual date of the event. Using this as a guide, work backwards and map out a timeline for yourself. Giving yourself due dates to get each arrangement booked or completed will help you stay on track and avoid missing details, unavailable resources, and late fees.

Invitations

Invitations to events can take many forms. If your event is more casual in nature, you might consider inviting guest in the following ways:

  • Email
  • Website and/or social media
  • Flyers, posters, or handouts

If your event is more formal, you might consider inviting guest with a printed invitation.

Tip: Remember to request dietary restrictions and special accommodations from your guests for every event.

Promotions

How do you plan to promote your event? Try using Facebook, Twitter, Instagram, TikTok, or Snapchat. Word of mouth is always the best. Create effective signage for your visitors. This will alleviate frustration on where they should go for your event.

Lodging

Consider choosing accommodations near I-44 for easy access to your guest. Area hotels provide a wide variety of amenities ranging from free continental breakfast to a nice relaxing pool.

Steps to get started

Define Your Event

The first step in event planning is to define your event—it’s purpose, the best ways to achieve this purpose, and what resources are available to facilitate this purpose.

Select a Date and Location

Next, you’ll want to ensure you’ve secured a date and location for your event. Before selecting a date, be sure to consider some key details, such as, availability of those you’d like to attend and conflicting campus events such as St. Pat’s Celebration, graduations, or Homecoming. Once you’ve selected a date, you’ll need to reserve the location. Consult with Event Services to ensure you are reserving your desired space and what equipment needs you may have.

Determine Your Budget

In determining your budget, you are determining the financial recourses that are available to you. The biggest portion of your budget will usually go to the following:

  • Food and beverage
  • Guest speaker/entertainment
  • Equipment and decorations
  • Facility rental

Carefully consider the financial resources you’ve budgeted during each step of the event planning process. You’ll want to keep in mind that other expenses may pop up and you’ll need to plan accordingly.

Budgeting for Your Event

Use this Excel spreadsheet to help you tally up a budget for your event.

Planning Your Event Timeline

This is a list to get you thinking about what planning items will go into your unique occasion.
  • 12-6 Months Away
  • 6-3 Months
  • 3 Months
  • 2 Months
  • 1 Month
  • 1-2 Weeks
  • Event Day
  • Post Event

12-6 Months Away

  • Determine event dates
  • Identify planning committee and/or volunteers for planning process
  • Establish planning meeting frequency and times: schedule remaining planning meetings
  • Develop goals, objectives, program outline, and key communication messages for printed and web-based materials
  • Develop budget (estimated vs actual)
  • Submit and confirm venue reservations (select rain back up if outdoor event)
  • Submit and confirm lodging reservations
  • Identify constituents for guest list
  • Confirm date with VIPs
  • Identify and contact possible emcee, keynote speakers, etc.
  • Prepare budge estimate
  • Develop invitation list
  • Confirm invitation list for events and meals –don’t forget food restrictions
  • Design and develop event database for tracking RSVPs
  • Outline ceremony and dinner program
  • Brainstorm gift ideas
  • Consider what equipment is needed for event: audio visual, projectors, podium, screens, easels, etc.

6-3 Months

  • Initiate “Save a Date” mailing (if applicable)
  • Submit signed agreements/contracts for venue, photographer, entertainment, etc. (if not submitted at time of request)
  • Gather speaker biographies (if needed for printed program)
  • Approve invitation design
  • Discuss advertising
  • Identify and reserve caterer, florist, photographer, entertainment
  • Update social media (website, Facebook, Instagram, Twitter, etc.)
  • Secure insurance and permits (if applicable)
  • Order/gather decorations

3 Months

  • Order gifts
  • Order necessary supplies (ie. Name badges holders, pens, stamps, envelopes, notebooks, wrapping paper, ribbon, etc.)
  • Finalize guest list
  • Obtain printed invitations
  • Confirm speakers
  • Confirm speaker’s order for ceremony, dinner, topic, length of presentation, and AV requirements
  • Contact and confirm guests requiring lodging
  • Contact florist to discuss design items
  • Contact caterer to discuss menu, linens, service equipment
  • Reserve security (if needed)

2 Months

  • Address envelopes and assemble mailing
  • Mail invitations (8 – 10 weeks for out of town guests)
  • Obtain final approval of ceremony program copy
  • Facility walk-through with venue and staff
  • Determine if any directional signage will be needed at the event to assist guiding guests
  • Confirm all social media is current
  • Confirm all decorations are completed

1 Month

  • RSVPs due (2-3 weeks prior to event)
  • Release unneeded hotel rooms
  • Make any needed publicity/press arrangements
  • Arrange to have any directional signage designed/printed
  • Confirm setup changes to venue (room, AV, podium, dance floor, etc.)
  • Send ceremony program to printer
  • Send agenda, suggested dress, directors, map, and parking instructions to participants
  • Follow up with phone calls or emails with pending guests
  • Print first batch of name badges and place cards
  • Wrap gifts
  • Develop scripts for key speakers
  • Plan seating arrangements (if applicable)
  • Re-confirm with photographer – provide a list of photo opportunities
  • Re-confirm entertainment and any needs they may have
  • Set task assignments/determine responsibilities with volunteers
  • Confirm catering order (or time determined by caterer)
  • Confirm florist
  • Confirm safety and security’s role (if applicable)
  • Confirm transportation of guest and VIPs
  • Distribute guest list to appropriate parties
  • Run final name badges and place cards
  • Make confirmation phone calls and emails (if necessary)
  • Set up an on-site run-through (if needed)
  • Set up sound checks for speakers or musicians
  • Finalize transportation needs for VIPs

1-2 Weeks

  • Check in with caterer and provide them with any last minute changes or special meal request
  • Confirm decorations, entertainment, photographer, etc.
  • Check weather report
  • Notify guest if event is moved to rain back location
  • Host meeting with staff/volunteers to go over last might planning

Event Day

  • Arrive at location(s) early to check set ups and be prepared to trouble shoot
  • Bring registration materials: guest list, name badges, place cards, gifts, etc.
  • Review planning details and walk through the event with all staff/volunteers
  • Inform staff/volunteers of restrooms, elevators, and accessible entrances
  • Be sure to have extra copies of all materials: schedules, agendas, cue sheets, photographer instructions, etc.
  • Check in with caterer and provide them with any last minute changes
  • Most of all - RELAX

Post Event

  • Distribute gifts to non-attendees (if applicable)
  • Distribute photos of event
  • Host event debrief meeting
  • Complete comparison of actual vs budgeted cost
  • Send Thank You notes
  • Update final event attendance
  • File all materials to assist with future events
  • Pay outstanding invoices
  • Reserve following year’s event
  • Complete survey of event or any product/service provided