Plan Your Campus EventPublished on Jan 26, 2015
Step One: Conceive the Event
What is the purpose of your event and what do you hope to accomplish? Who is your target audience? What is your budget? Who are your partners, vendors, sponsors and/or talent?
- Student Engagement and Culture: Consider partnerships with Multicultural Affairs and International Student Affairs.
- Student Organizations and Leadership: Consider partnerships with one or more of the 60+ student organizations.
- ColumbiaCares: A student-led fundraising initiative that assists students with acute, unforeseen needs ranging from emergency food, clothing, shelter or transportation. Are there opportunities to support peer-to-peer fundraising at your event?
- *General Counsel: Processes for reviewing event contracts.
- *Development and Alumni Office: VIP Protocols, fundraising, and in-kind gift guidelines for faculty and staff.
- *Purchasing: Purchasing procedures and preferred vendor information.
Step Two: Room Set-Up
What kind of space best suits your event? How many people will attend? What is the capacity? How will space be used? Are you having a dance party or need chairs for a screening? Will there be catering? Will you need catering clean-up, composting and/or recycling?
- Facilities and Operations: Guidelines for space set-up, such as moving furniture, establishing traffic flow, etc.
- Sustainability: Guidelines for creating a Green Seal Event.
Step Three: Technical Needs
What are the tech needs for your event? Is there a band and you need backline (instruments)? Is there a speaker who needs a microphone? Are you hosting film screening and need a projector?
- IT/Media Services: Instructions, contacts, and general information for AV tech needs.
- Department of Exhibition and Performance Spaces (DEPS): Instructions and contact information for hiring AV tech support.
Step Four: Schedule a Space
When is your event? How much time will you need to set up? What are the building hours and will you need an extension?
- Campus Environment: Schedule your space through the Space Reservation System. Include your floor plan and set-up needs.
- Department of Exhibition and Performance Spaces DEPS: Protocols, spaces, procedures, capacity, and floor plans.
- *Campus Safety and Security: Instructions for requesting extra security and general guidelines.
Step Five: Marketing
How will people know about my event? (Posters? Social media? Campus newsletters?)
- Office of Student Communications: Graphic design, photo/video services and campus communications such as social media and newsletters.
- XEROX: Price breakdown, poster distribution and “how to” information to print marketing materials.
- College Event Calendar: Promotion through the online event calendar and Talley-Ho.
- Frequency TV: Potential partnership with campus tv station.
- The Columbia Chronicle: Information about contributing stories and advertising opportunities.
- *Marketing/Communications and Web Services: Information about college-wide communication guidelines.
Step Six: Event Day
How will you manage your time and resources the day of your event? Do you have a production schedule that includes staffing, set-up, performance line-up and clean-up?
Need more direction? All Columbia College Chicago students, staff, and faculty are invited to attend one of two Event Expos:
Wednesday, February 11, 1-2:30pm at Stage Two
Thursday, February 12, 10-11:30am at the Conaway Center