Tips For Planning an Event
Tips For Planning an Event
- Establish a budget. Before planning the logistics of an event, be sure to determine a budget. Expenses to consider include equipment rentals, catering, and facility rental (if applicable), etc. Student organizations and Emory departments do not pay to use Student Center spaces
- Choose a date. Choose a few potential dates and check the availability of the location you are interested in.
- Choose a location that fits your needs and theme. Emory has a wide range of spaces available to reserve, each with different capacities and capabilities. If you are choosing to hold an event outside, make sure to identify an inside location or rain date in case of inclement weather.
- Reserve and get approval for event space before you advertise. You can do this through 25Live.
- Know your intended audience and determine a realistic expectation of number of people who will attend.
- Think about the needs of your speakers, presenters, vendors, etc. This includes audio/visual equipment like speakers, microphones, podiums, screens + projectors, etc.
- Identify someone to be a main contact. This person should be listed as the requestor on the 25Live space request.
- Develop an agenda/program. Build in enough time for speakers, presenters, performers, etc., as well as transition time in between. Also be sure to reserve the space for enough time for the event, set-up and take down. Try to consolidate your decoration time frame to fit within 30 min - 1 hour if possible prior to your actual starting times.
- Determine if catering is needed. Remember to consider potential dietary restrictions of guests. ESC Approved Catering List (This list only needs to be used if the catering kitchen is used).
- Consider accessibility for your guests. Learn more from the Department of Accessibility Services.
- Identify other needed equipment.
- Chairs, tables, tableware, decorations, signage, water, etc: For outdoor events, request equipment through: http://campserv.emory.edu/submit-a-work-request.html. For indoor events and the Campus Life Pavilion, the Student Center team provides the equipment and you must communicate needs with us. All setups are final 3 business days prior to your event date, so plan accordingly.
- Lawn games: The Department of Recreation and Wellness has cornhole, jenga, ladderball, spikeball, pop-up soccer nets, and general sporting equipment available on a first come, first served bases. To request equipment, please email Juliana Frigerio (jfriger@emory.edu) with the date, times, and location of your event. Games will need to be collected from the WoodPEC Equipment Room or the SAAC front desk and returned during building operating hours.
- Advertise for your event. This can include posting on social media, posting physical fliers around campus, hanging a large banner around campus, submitting digital signage at the Emory Student Center (form), sending emails to organization members, including the event in the University Center Board weekend emails (email esc@emory.edu), chalking around campus, etc.
