Event Planning with the SAO
If your student organization is planning an event on campus,
you are encouraged to meet with an adviser in the Student Activities Office
early in the planning process for assistance and guidance. An SAO Adviser can
help your organization navigate through the policies and procedures that may
affect the success or your event. The biggest mistake an RSO can make is
to underestimate the time and effort it takes to plan and carry out an event.
Some examples of typical events that student organizations
have held in the past are dances, conferences, fundraisers, art exhibits, poetry
readings, talent shows, charity auctions, concerts, sports tournaments, food
fairs, movies, carnivals, cultural fairs, theater/drama productions, theme weeks,
fun runs and rallies.
As you begin the process of planning your club's events keep
in mind the following questions and plan to meet with your SAO Adviser.
When you first have an idea about an event...
- What kind of event is it?
- What are the goals for your event?
- How will your event benefit UW students/community?
- Will your event be open to club members/UW community/general public?
- Is your event a duplication of another event? Has it been done in the past?
What were its strength and weaknesses?
- Could the event possibly incur liability? What are the risks involved? Is
it dangerous?
When you start to plan your event...
- Set a date and time for your event. Does it conflict with any other campus
event (midterms, finals, other RSO event, or a holiday)? If so, how will you
resolve the conflict?
- Have you reserved a facility or venue to hold your event?
- Are you aware of the policies regarding the use of campus facilities? [UUF
Form]
- Will the event location attract or inhibit student attendance?
- What is the estimated attendance?
- Will you be selling tickets or needing event staff?
- Will you be preparing or selling food as part of your event?
- Will others [outiside your RSO] be selling anything at your event?
- Will alcohol be available at your event?
- Will you be requiring the services of a performer, band, speaker, DJ, dance
troupe, etc? Will a contract be needed?
- What are your lighting, sound, and other equipment requirements?
- Do you have a publicity / advertising plan?
- Do you have enough members and volunteers to help set up, run the event,
and clean up afterward?
- Will security be an issue?
Money considerations...
- Have you developed a budget for the event?
- Will the event be co-sponsored by another RSO, student government, or academic
department?
- Has your organization received any student government, ASUW / GPSS, or SAUF
funding for this or any other event, this year?
- Are there any other (off-campus) sources of funding available for your organization?
- Will your organization be donating any proceeds to charity?
- When all else fails, do you have a back up plan?
For help with all these these event planning questions, contact your SAO adviser!!
|
