Events Planning Guide
There are many important and sometimes forgotten elements involved in planning events. This guide consolidates many of the University guidelines surrounding campus events. Additionally, below is a checklist that includes the most important steps needed to effectively organize an event on campus.
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Event Planning Checklist
- Decide what you want to accomplish.
- How will you connect your event’s purpose back to your organization’s mission?
- Set smart, clear, and reachable goals for your event.
- Refer to the Purpose, Goals, and Objectives section of the Student Organization Resource and Policy Guide for more information.
- Identify your Audience
- Determine your target audience and identify what you want your audience to get out of the experience
- Determine the size and scope of your target audience, and decide whether utilizing a card scanner to track attendance would be beneficial. Card scanners are best used for events involving large audiences.
- Create a plan of action
- Set priorities as to what is most important. Be sure to set attainable deadlines. Refer to this example of an Event Management Form (it is a fillable PDF) for more information.
- If you are planning a Run/Walk, Dance, or Political Event, there is a more detailed list of specific policies and guidelines that you should consider:
- Set a budget and seek out funding assistance
- Refer to the Funding section of the Resource and Policy Guide for more information.
- It may also be of interest to collaborate with other Registered Student Organizations as well as University Departments who have similar goals as your organization.
- Delegation and Follow Through
- Do not try to do everything yourself! Leadership is about how well you lead others, so involve others in the tasks that need to be accomplished for the program to be successful. When someone is assigned a task by you, follow up with them and make sure they understand what needs to be completed. Also, set dates for follow-up communication and meetings.
- You may even want to consider writing out an outline for your members in order to clarify what you want.
The following links are to area locations that Student Organizations and University Departments have partnered with to host events or retreats. Please contact the locations directly to inquire about availability, cost, and amenities.
|Site Name||Location||Distance from Campus|
|UW Arboretum||Madison, WI||4 miles (10 minutes)|
|Aldo Leopold Nature Center||Madison, WI||7 miles (15 minutes)|
|Holy Wisdom Monastery||Middleton, WI||8 miles (15 minutes)|
|Hoofbeat Ridge Camps||Mazomanie, WI||25 miles (40 mins)|
|Bethel Horizons||Dodgeville, WI||44 miles (1 hour)|
|Easter Seals Camps||Wisconsin Dells, WI||55 miles (1 hour)|
|Green Lake Conference Center||Green Lake, WI||68 miles (1.5 hours)|