Registered Student Organization Event Planning Guide

Event planning can be as simple or as complicated as the organization and its leaders choose to make it. The secret to a successful event is to have a flexible plan from conception to the birth of the idea that is followed through, applied, and reviewed. The key terms to remember in planning every event are the 6 Ws:

• WHO?
  • Who is invited to the event?
  • Who is the targeted audience?
  • Who is involved in the planning and execution of the event?
  • Who will execute each step/aspect of the event?
  • Who is the primary contact for event questions and concerns? Is there a secondary contact?
  • Who else needs to be involved or aware of this event? Who are potential stakeholders?
• WHAT?
  • What are the details of the event?
  • What will the event include? (for example, food, activities, games, rentals, music, speaker, performer, etc.)
  • What supplies and equipment are needed?
  • What costs will be associated with this event?
  • What will happen in the case of an emergency?
  • What will happen in the case of bad weather?
• WHEN?
  • When will the event take place? Start day/time? End day/time?
  • When will individuals need to arrive for setup? Teardown?
  • When will planning meetings occur?
  • When should participants register or RSVP (if applicable)?
  • When does each step of the planning process need to be completed?
  • When do contracts and agreements need to be initiated? Completed?
  • When will a follow up meeting occur to review the event?
• WHERE?
  • Where will the event take place? Is it reserved with a confirmation?
  • Where will the event be moved in the case of bad weather (if held outdoors)
  • Where will participants register or RSVP (if applicable)?

• WHY?
  • Why is this event being held? (What is the purpose or goals of the event?)
  • Why will participants want to attend?
• HOW?
  • How will the event be set up?
  • How does the event support the organization's mission?
  • How will people be notified of the event?
  • How will the event be financed?
  • How will success of the event be measured? (for example, number of participants, feedback surveys, number of signups, etc.)

Planning an Event

The following timeline and checklist was created to aid Registered Student Organizations in their event planning process. The steps outlined below with associated timeframes are recommendations only and will vary based on the type of the event being held. Contact the SGC at 850-770-2194 for assistance and support.

Eight or More Weeks Prior to the Event

• RSO Status - Confirm your organization is registered with the SGC. Only registered organizations are permitted to reserve campus facilities and request funding.
• Event Concept - Develop an event concept and begin brainstorming using the 6 W's in this resource as a guide.
• Logistics - Identify possible dates, times, and locations. Have alternate dates, times, and locations in case the desired date, time, and/or location is unavailable.
• Sponsors - Identify and contact potential co-sponsors of the event.
• Event Request - Submit an Event Request to the SGC (see section below for more information).
  • NOTE: Event Requests must be submitted to the SGC Administrative Assistant a minimum of 10 business days in advance of the event, but it is encouraged that a request be submitted as early as possible to increase the likelihood the date, time, and location desired is available.

Six or More Weeks Prior to the Event

• Event Budget - Using the sample in this resource, begin preparing an event budget.
• Funding - Contact the SGC and/or Student Activities Board Alliance if the organization is interested in receiving funding for the event.
• Contracts - Contact any speakers, performers, or agencies (including rental companies) to begin the contract process. The SGC Student Engagement Coordinator must be involved in all contract negotiations (see "Contracts" below for requirements).
• Publicity- Establish a publicity plan for the event and purchase any professionally printed materials for the event (for example, flyers, shirts, posters, invitations, etc.).

Four or More Weeks Prior to the Event

• Contracts - Complete all signed contracts with the SGC Student Engagement Coordinator. Contracts must be completed at least three weeks prior to the event date.
• Confirmation - Confirm attendance with all performers, speakers, vendors, etc.
• Insurance - Obtain all vendors' proof of insurance.
• Program - Send a draft of the event program and schedule to speakers, performers, volunteers, etc.
• Publicity - Begin executing the publicity plan.

Two or More Weeks Prior to the Event

• Food & Beverages - Select a menu or refreshments for the event as needed; order food now if using an outside agency.
• Purchases - Finalize all purchases necessary for the event.
  • NOTE: Purchases using SGC or SABA funding must be submitted to the SGC Administrative Assistant a minimum of 10 business days in advance of the event, but it is encouraged that purchases be submitted as early as possible to increase the likelihood the items are available and delivered prior to the event.
• Facilities - Finalize all setup and equipment requirements for the event.
• Event Operating Schedule - Outline the "Day of Event" schedule to include items to be completed, delivered, and volunteer responsibilities.
• Program - Finalize the event program.

One or More Weeks Prior to the Event

• Operations - Meet with all event staff and volunteers to review event schedule, logistics, and responsibiIities.
• Reminders - Send a reminder invite to participants or intended audience.
• Walk-Through - Host an event walk-through for any performers, speakers, volunteers, etc. as needed.

Day of Event

• Arrive Early - Arrive early to check the facility or space for cleanliness and necessary equipment.
• Food & Beverages - Ensure food and beverage items are in place at least one hour prior to the event start time.
• Preparation - Prepare or setup event activities, promotional items, etc.; have staff and/or volunteers arrive at least two hours prior to the start of the event (more time if needed).

Within One Week After the Event

• Thank Yous - Send speakers, artists, performers, sponsors, and other individuals who helped a thank you note.
• Follow Up - Host a follow-up meeting with the planning committee to review the event including strengths, weaknesses, opportunities, and recommendations for future events.

Event Requests

The Event Request Form was created to assist Registered Student Organizations with meeting and event planning to ensure safe and successful events on campus. Once the permit is completed, it is sent to relevant campus departments for approval. The process ensures that all stakeholders in the event are informed about the event and can provide the organization or department with adequate support to make the event both safe and successful. Supports may include filing facilities reservations, marketing on university calendars, and more.

RSOs can obtain and complete an Event Request with the Student Government Council in the Barron Building, room 309. Call 850-770-2194 to schedule a meeting with a SGC representative to assist the organization.

Importance

Each event is different and has risks associated with it such as large crowds, the potential for food­ borne illness, injury, financial risks, etc. The Event Request process allows organizations to work with campus partners such as FSU Police, the Department of Student Affairs, the Finance and Administration Office, and others who can assist the organization in increasing success and limiting risk involved with events. RSO officers and event coordinators can be held legally liable for what happens at an event. The Event Request can help reduce the liability for the organization and FSU Panama City by partnering to help the event be safe and successful.

Timeline

Event Requests must be submitted no less than 10 business days in advance of the event date. This allows time for review, reservations, publicity, purchases, and more to be completed prior to the event.

If an organization is unable to submit the request at least 10 days prior to the event, additional approval must be obtained by the SGC Advisor with substantial justification for the delay.

Contracts

Any event hosted by a RSO that brings any non-FSU person, group, or organization to campus must be officially contracted by the university. This includes, but is not limited to, DJs, speakers, bands, vendors, entertainment, and conferences. Regardless of cost, including free services, a contract must be signed by the FSU Panama City Dean or the SGC Advisor (when appropriate). Contracts must be signed at least 15 business days in advance of the event and should be submitted to the FSU Panama City Dean or the SGC Advisor (when appropriate) at least 20 business days in advance of the event.

Contracts are legal documents on behalf of FSU Panama City and must always be signed by the Dean or the SGC Advisor. Never sign a contract yourself as you or your organization could be responsible for paying fees or fulfilling legal requirements on your own.

Verbal commitments are legally binding in the state of Florida. When inquiring about a non-FSU entity coming to campus, never verbally or in written documentation (for example, emails, messaging, etc.) commit a date, price, or services. Instead, language that can be used include:

• Can you give me a price quote for this service?
• Is the individual available on a certain date if the organization is also available?
• This information will be passed on to the planning committee and the organization will respond back shortly.
• Please send a contract with the quoted fees and the organization will seek the necessary approvals.
• Please send an artist rider with the quoted fees and the organization will seek the necessary approvals.

Contact the SGC Advisor at 850-770-2195 for more information and for assistance in working with non-FSU entities.

Budgets

Often, there are costs associated with hosting an event, including but not limited to refreshments, marketing, decorations, and contracts with outside vendors, agents, etc. Registered Student Organizations can apply for funding through the SGC or utilize off-campus private funding to pay for event costs. For more information about funding and RSO accounts, see the FSU Panama City Student Organization Handbook.

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Sample Event Budget

Event Name: __________________________________________
Date and Time: ________________________________________
Location: _____________________________________________
Sponsor(s): ___________________________________________
 

Revenue:

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Expenses: