A lot of work goes into planning a successful event. In order to assist you with your event in the Student Union, our Scheduling Services office would like to offer you a few suggestions to make your planning experience easy and enjoyable. Here are some tips you should consider:
Event Planning Questions You Can Prepare For:
Additional Tips for Throwing a Successful Event
Plan ahead. We can’t say this enough! You should contact an event planner and caterer 3 to 12 months ahead of time for any sizable event, such as banquet, dance, conference, concert, or other event where more than 100 people will be attending. Do these things before you send out invitations or advertisements.
Be prepared if your event is outside. Consider renting a rain site or tent for bad weather. Don’t forget you will also need garbage cans, and possibly fencing, electricity, heaters, extra lighting, or extra ice.
Read contracts carefully, even the boring parts. It will save you money and headaches down the road. The contract is what the facility or business will provide for you. It will also state what your obligations are, which are very important to know.
Find out the maximum capacity of the room for the way you want it set before you invite people. Buffets, stages, award tables, etc. all take space away from the room, which will affect how many guests the room can accommodate.
If money is tight, seek donations or co-sponsorship. Some companies, such as florists and rental companies may be willing to donate their product in exchange for advertising. Look up alumni associated with your organization and ask for your help.
Take advantage of what the Student Union has to offer. We can help you procure things that you may not have thought of, such as parking, catering, or equipment.
Ideas and tips for inexpensive centerpieces or room decorations:
Accessible Meetings and Events
When planning your next meeting or event at the Student Union, please keep in mind guests with disabilities who may be attending. Please let your Student Union Event Planning Coordinator know about any guests with disabilities so he or she can assist as well.
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