CLUBS AND ORGANIZATIONS

Resources/Forms

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 process take? 

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?

Click here for a printable version of the Event Checklist.