Event Planning

Plan the logistics

Take the time to review the resources available to you along with the policies to get all of your thoughts together and the details thought through. Here are some things we thought might be helpful for you:

Meet with an OSL Programming Assistant

This is where you actually reserve your space and all of the items you want for your event based on the resources above. They'll ask you a bunch of questions to try to help you make sure your bases are covered. During that time you may be invited to attend a CEAC meeting if your event is especially large or complex. This is also where you can get the contracts and waivers that you need drawn up. Ask about getting your event on Oxy411 as a way to start on the next step.

Publicize your event

Now go out and tell everyone you know and see about this great event you're hosting. Make sure to use a variety of methods (not just a Facebook event) to capture as broad an audience as possible. Talk to faculty as well. They can be great for helping spread the word about events that are related to their classes. Remember the posting policy, but spread the word far and wide.

Host your event

This is the truly fun part - having your event. It doesn't mean there isn't work to be done - setting up and decorating, troubleshooting anything that comes up, staffing the event, cleaning up the event, etc. Fortunately though, if you have enough people working your event from your organization the work won't be unbearable and you can have fun while doing it.

Evaluate the event

Even if you don't do a formal evaluation form, make sure that you take time to sit down with the other event planners (and maybe any speakers or vendors you used) to talk about what worked and what didn't. Then write that information down to share with future members of your group. If the event was an annual event it's even more important, but anything you learn from putting on an event can be helpful to future leaders of your club when they want to put on events of their own.