Event Planning Checklist for Student Organizations
Come Up With An Idea □ What do you hope to accomplish? □ What population will your event or activity attract? □ Does the event reflect your groups vision? If not,
what are some downfalls or benefits to this? □ Would this event benefit only Towson University
interests? Are other schools encouraged to attend? □ Is this a charity or fundraising event?
Choose a Tentative Date □ What other events are going on this week? Is there a conflict? □ Is the day or date appropriate for the event? (i.e. is it feasible
to have a Towson University cookout during the holy season of
Ramadan?) □ Does this date give you enough time to plan and/or fundraise? □ Are their any grants available for this date (i.e. Programs on the
Weekend) and do you have enough time to apply?
Reserving a Room □ Can you get a room for the tentative date? □ What process do you have to go through? How much time would this
Budgeting □ Is the event cost effective? □ If it is a fundraising event, will it yield a desirable profit? □ If costs are too high, is there a possibility of bringing in a group
to co-sponsor the event? □ If co-sponsoring, how much is each group willing to give of their
budgets toward the event? How much of the profit is each group
entitled to? □ If your group is budgeted, make sure you talk to Miss Pat Cutrell to
confirm that you have enough money to pay for the event. □ As you continue planning your event, make sure you secure all
entertainment contracts, keep all receipts, etc.
Meet With Your Event Manager □ Events and Conference Services will assign you an Event Manager that
can help you set up of the room.
Review Policies and Rates □ Decide what additional needs you have (i.e. technical requests,
parking, food, gaming permits, alcohol requests, etc.)
Catering □ If you are having Black and Gold cater your event, make sure you
contact them in advance to choose a menu. □ Can you afford to pay for the food you requested?