Club Event Planning

1
Club Event Planning
2
Event Planning Overview
3
Planning

• Appoint an event coordinator
• This will be the contact person for the Office of
  Student Life Staff
• In charge of ensuring all paperwork is completed
  by designated deadlines
• Informs club members of all policies that need to
  be followed
• Seeks approval from club advisor on all event
  plans and/or changes
• Communicates effectively to all club members,
  officers, OSL staff and students at large
• Answer the following questions when planning your
  event
• What is the purpose of our event?
• How will it benefit EdCC students at large?
• How much will it cost?
• What is the best time and place to reach the most
  students?
• How can we incorporate specific demographics
  online students, night students, international
  students, students with families, etc.
• Contact the Club Event Programmer

4
Location

• Time
• Most students are on campus between 1100pm and
  100pm
• On Campus
• Facilities Request Form
• 1 week in advance (minimum)
• Advisor approval
• Turned in to Jennifer Schooler
• Confirmation email will be sent upon approval
  (3-5 days)
• Off Campus
• ALL of the above still apply
• An advisor or delegated staff member must be
  present at any off campus event
• Refer to sample facilities request form

Handbook pg. 16
5
Paperwork
Event Registration Applications must be completed
and turned in at least 3 weeks prior to the event
date
Handbook pg. 15
Refer to sample event registration application
6
Advertising

• Students are helping to pay for your event so
  make sure they know about it!
• Graphics
• Can be made and printed by the graphics
  department for FREE!
• Or design your own and graphics will print them
  for you
• Your choice of handbills, posters, flyers,
  banners or all!
• We will even post them around campus for you!
• If you print and post on your own you must check
  with OSL to ensure you follow all college
  guidelines
• Please allow at least 2 weeks to process
• Spread the word!
• Emails, text messages, classroom announcements,
  Triton Weekly, demonstrations, be creative!
• Refer to sample graphics request and previous
  printed graphics

Handbook pg. 20
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Agenda

• Having a well thought out agenda is crucial to
  running an effective meeting or event.
• Set up time
• Make sure you have enough people staffed to help
• Cash box, petty cash, tables, tent, decorations,
  etc.
• Activities
• Speakers
• Announcements
• Clean up time
• Clubs may be charged for janitorial services if
  venue is not cleaned properly

Handbook pg. 17
8
Food
FOOD DRAWS A CROWD
Handbook pg. 15
9
Event Planning Details

• Event Supervision Guidelines
• The club advisor must be present at all club
  events unless between the hours of 800-500pm,
  Monday-Friday, on campus
• If an advisor is not available or present, the
  event will not begin or continue until one the
  club advisor is present
• An alternative advisor may be chosen by the club
  and the club advisor to attend he club event
• If the program has an expected attendance of more
  than 60 people or the general community is
  invited security is required in addition to club
  advisor attendance
• Under certain circumstances off-duty police
  officers must be hired to act as security
• The sponsoring program will be responsible for
  any fees
• Activities after 500pm
• Be familiar with what to do in case of emergency
• All events end at midnight
• Facilities used must be returned to their
  original condition or better
• Tickets
• Must have if charging for admission or food
• Tickets must be printed by Student Programs and
  accounted for

Handbook pg. 17-18