Phase I: Brainstorming

Finding Ideas

  • What is the goal of your event or meeting?
    • Ex. education, bonding over shared interest, socializing, an experience, accomplishing a task or goal
  • Who is your target audience?
  • What is the size of your target audience?
  • What does your audience need/want?
  • What do you want your audience to get out of your event?

Be Realistic

  • How much time do you have to plan this? What can you accomplish in that amount of time?
  • How much money do you have? How much will your idea cost?
  • Do you have enough people to plan and execute the event?
  • How can you adjust your big picture brainstorming ideas into something that still meets the needs of your group - but also works with the constraints you may have?

Creating The Space

  • What space on campus would work best for your event?
  • Tapping into our senses
    • Music - helps fill empty space
    • Food - doesn't have to be much
    • Lights - makes a big difference
    • Visuals - do you need a screen? decorations?
  • What is the atmosphere you are going for? (loud, quiet, busy, calm?)
  • If people are supposed to get to know each other, make sure you have a mechanism for that to happen
    • Introductions, Ice breakers, Games, etc.

Phase II: Details & Logistics

1. Pick A Date

  • What else is happening on that date? Try to avoid lots of events at the same time
  • Post on SaintsLife asap

2. Pick Your Location

  • Is the environment a good place for this event?
  • What vibe are you going for?
  • Book a space in EMS

3. Make a Timeline

  • Make an event timeline - include prep and clean up
  • Add time slots and duties for volunteers

4. Delegate Tasks

  • Who is going to do what? At what time? Where?
  • What supplies do you need to get/buy?
  • Give yourself time to get these - avoid buying on the day of the event if you can.
  • What content do you need to prepare? Do you need instructions or an agenda?
  • Create poster and add event to SaintsLife
  • Who is working on the event?
  • Who is bringing supplies?
  • Who is hosting?
  • Who is the event lead/go to person?

5. Event Budgeting

  • How much has been allocated for this event?
  • Make a detailed list of what you are purchasing to stay on track
  • Keep all receipts for either personal reimbursement or when returning p-card
  • Do you need to fill an unbudgeted request from SGA? Would this event meet the criteria listed in the Financial Handbook?

6. Additional Details

  • When you make your timeline - be specific and think about every task
  • Ex. going shopping means checking out the pcard from Student Activities. Getting a pcard means knowing the Student Activities Office Hours
  • If other people are involved (speakers, performers, etc.), make sure they all have the needed information and everyone is on the same page
  • You may find it best to have a "point person" for your event in charge of delegating tasks to your planning team
  • Write down these notes to pass down to your next leaders!

Use Items from Student Activities

Our mission is to provide student development, personal growth, and experiential learning through a diverse range of clubs, organizations, leadership opportunities, and campus activities.

Crafts & Other Materials

  • Markers, Colored Pencils, Crayons, Tape (all kinds), Scissors, Paper Cutter, Hole Punch, post-its, etc.
  • Large rolls of craft paper, laminator, paint brushes

Items for Rent/Borrow

  • Popcorn Machine (clubs pays per popcorn bag)
  • Outdoor Games (cornhole, ladder games)
  • Board Games, Card Games

Phase III: The Event Day

Event Setup

  • Show up early - give yourself extra time to set up
  • Inevitably things will come up and you'll need to troubleshoot!
  • Organize the space the way you want it
  • Setting up tables, moving tables, playing music, organizing supplies, getting food ready, fixing lighting, etc.
  • Tip: it always takes longer than you think

Event Execution

  • Be a good host
    • The event host will set the tone for the whole event
    • For more info on hosting, check out the training available through Student Activities
  • Be welcoming, warm and authentically you being authentic will create trust in your group
  • Explaining what is happening/what to do
  • Pull people in from the outskirts - Make EVERYONE feel like they are a part of your event. Now is not the time to hang out with your friends or other club members - go chat with others!
  • Clean the space afterwards
  • Try not to kick people out - if people are lingering, it's a good thing!
    • Ex. "I am not going to start cleaning up, but you all can stay as long as you want. Do you want me to leave some of these snacks or supplies for you?

Post-Event Reflection

  • Think about sending a post event email to your attendees - maybe even add a one question survey to see what people thought
  • Ask your audience at the event what they would like to do next
  • Debrief with your club members a day or two after the event on what they liked, would do better, issues they ran into, how they troubleshot, etc.

Be Mindful: Access and Accessibility

  • Event Mobility

    • Proper signage (large font, clear direction, well placed)
      • Well trained staff who know the layout of the event and are available to provide clarity on directions to get to locations within the event
        • Where are the elevators, accessible entrances, accessible bathrooms, service animal bathroom areas?
      • Mark accessible vs inaccessible pathways
        • Everything from large cracks, electrical cords, curbs, etc.
    • Outside events often provide larger difficulties with accessibility (traveling over grass, gravel, sand, inclines). Provide alternative routes.
    • Be conscious of transitional period lengths - 5 minutes may be enough for some people to walk from Location A to Location B but not for all people
      • Waiting for elevators takes longer than one flight of stairs
    • Provide disability passes (allow people visual passes to use any elevator or routes that will allow them to fast track from one location to the next
    • Shuttle services for largely spread out events (campus wide events)

  • Event Handouts, Programming, and Information Delivery

    • Event programs and maps should have all accessibility information provided
    • Have large print and braille programs available (or electronic, accessible programs - use QR code to link that are compatible with voice over technology)
    • Have a disability services table at registration
      • Somewhere guests can go to get disability accommodation questions answered
    • Have live captions (helpful for all attendees at events)
    • Provide electronic copies of images or image descriptions that are being shown to the audience
    • Warnings of flashing lights, trigger warnings, or loud noises
    • Interpreters for club events can be super important! If a club has an event in Mitchell, having ASL interpreters is very helpful for those that may need it. The Center for Equal Access can assist in interpreter requests
    • If videos on Youtube or other platforms have captions, turning them on may be helpful and generally preferred by students

  • Event Seating

    • Designated, accessible, reserved seating in every section of seats
    • Allow persons with disabilities to enter event spaces first to get situated (particularly pertaining to seated events with speakers or performances)
    • If there is a Q&A portion of the event, make sure the way it is handled is accesble
      • Many events have a line at the front of the event. Persons will disabilities cannot always access this line.
    • Have a "safe space" available. These are extremely helpful for persons with impaired senses (visual and auditory)
      • Quiet rooms/spaces with little stimulus

  • Food & Drink

    • If offering food, be mindful of common allergies and dietary restrictions (gluten, dairy, nuts, etc)
      • If you are arranging the food to be served, avoid cross-contamination
      • Have clear labels surround foods
    • Be mindful of religious practices and holidays that may fall during your event
      • Ex. Non-pork options, No red meat on Fridays during lent, Ramadan
    • Consider vegetarian or vegans options
    • Water pitchers, encouraging water bottle use, and labeling of nearby water fountains is helpful for longer events
    • Alcoholic beverages are allowed on CSS Campus if someone is over the age of 21. However, having non-alcoholic options besides water for those over 21 is encouraged.

  • Club Meetings

    • Consider including a space on club sign-up forms for all accommodations/needs
    • Have a contact person club members can reach for questions/concerns about accommodations
    • If no accommodations requests come through, provide accessibility anyways
      • Turn on auto-captions in Google Slides or on Zoom
      • Provide paper and electronic forms of agendas/handouts
      • Turn on captions for videos
        • When researching appropriate videos, ensure it has captions
      • For in-person meetings, choose a meeting locations that is easily accessible (can get there via elevator) and with a room setup/layout that is accessible
        • Host a hybrid meeting if able