You’ve been selected to plan an event. Whether it’s an organization weekly organization event, a one-time fundraiser, or the party of the year, you have some work to do. Each event is different, but there are some similarities in the way you can approach the planning process. Follow these tips to help you plan and organize that special day.

1. Get a clear understanding of the purpose of your event. For parties and dances, the purpose is fairly obvious. But events for work or social organizations probably need a little more definition. Make sure you know why there will be an event and the anticipated outcome.

NOTE: It is important to list the purpose of your event on your Campus Center forms - organizations that improperly list the purpose of the program on forms risk being put on probation for holding events at NJIT.

2. Set the goals for your event. How many people do you expect? If this is a repeat event, are you trying to get a larger turnout than last year? Determine what you wish your attendees to gain from the event. Do you want people to learn passively?  Do you need enough room for people to move around?  These are just a few questions to consider when setting goals for the event - plus they allow your group to have better conversations with Campus Center staff about how to meet your goals.

3. Set your event budget. This should be a top priority. How much can you or how much are you willing to spend? Will the event produce revenue from registrations? Or are you paying for the event by yourself?

NOTE: If you are anticipating using income from the event to pay for the event, please take special care to avoid ending up with debt.  This is financial risk to discuss with your organization advisor, or Campus Center staff, before engaging in the program planning.

4. Select your date and location. It is always a good idea to check the NJIT Calendar to what spaces are available on the dates you are looking to hold your event or meeting.  Contact the Campus Center Reservations Office at reservations@njit.edu with a priority listing of dates and locations.  The sooner you contact the Reservations Office, the more likely you will get your first choice for dates and times.

NOTE: When your request has been received, you will be contacted by the Campus Center to confirm the program details.  Student organizations that are planning large events, with 100 or more people, or events that involve money transactions (for tickets) will be required to schedule a mandatory meeting with the Campus Center Reservations Office.  You will need to bring in a completed Group Event Packet to your meeting with the Reservations Office.

4.  Turn in your forms.  Planning an event in the Campus Center requires many different forms.  You can download all of your Campus Center forms on this page, on the left.  Make sure to note when all forms are due - a good rule of thumb is to turn in all forms at least 14 days in advance.

6. Create your planning calendar.  After you meet with the Campus Center, you will be more prepared to plan your event!  Working backward from your selected date(s), use the Planning Checklist to set up a project timeline, with specific tasks that must be accomplished by specific dates. Some of the things you may want to make sure that are on your timeline are:

1.   When to make your first announcement of the event	7.   Finalize your agenda/program
2.   Prepare and print promotional materials     (brochures, invitations, etc.)	8.   Confirm attendees
3.   Select caterer/menu & entertainment	9.   Prepare materials for event
4.   Determine audio-visual & room needs	10.  Prepare any necessary signage
5.   Review necessary contracts and forms with Campus Center staff	11.  Set up on site
6.   Select and confirm speakers	12.  Enjoy the event

7. Who is doing what? Determine what departments or off-campus vendors you and your team will need to work with. These could include, but are certainly not limited to:

1.      Gourmet Dining Services, or other caterers

2.      Entertainers

3.      Campus Police

4.      Decorations

5.      Photographers

6.      Printers

7.      Registration Assistants

 

NOTE:  All of your program planners should be aware of the risks with planning your event - safety risks, financial risks, reputation risk.  For more information on mitigating your risks, check out the Event Risk Management Guide listed above.