Event Planning Guide

Define Your Event 

The first step in creating your event on campus is to define the purpose and objective of your event. This will provide direction in determining the best format for your event. In defining your event, it is important to consider: What is the purpose and objective of this event? What is the best way to achieve this objective? What resources are available to facilitate this objective, and do I have them? What is the name of your event?

Budget and funding

Once you have defined your event, it is important to determine if the financial resources are available and necessary to achieve your event’s objective. If you have an allotted budget for your event, you will need to be a good steward of those financial resources to stay within budget. If you are proposing a budget for your event, start with reaching out to campus service providers and off-campus vendors for estimates to compile a comprehensive budget. In determining your budget, it is important to consider: What is a realistic budget for this event? Where will the funding be coming from?

Event Date and Time

Next, you will want to secure a date and time for your event. In selecting the date and time, make sure you consider and confirm the availability of all program participants that you would like to attend your event. Please also check the University calendar to ensure that there are no other major events targeting the same audience that would conflict with your event.

Event Timeline/Checklist

As you are planning your event, it is very helpful to have a set timeline and checklist to keep you organized and on track with the various components of your event. Once your event is scheduled, work backwards and map out a timeline/checklist for yourself including specific due dates to get each arrangement booked or completed. The further in advance you can begin planning, the better. For smaller meetings and events, best practice is to begin planning at least 3 months in advance. For larger events, best practice is to begin planning at least 6 to 9 months in advance depending on the scale of your event.

On-Campus Venues

Southeastern has many on-campus venues where events can be hosted with varying availability and capacity. Determine the venue that works best for you and submit a reservation request using the Facility Request Form link on the Campus Event Spaces tab. In the case that your first-choice venue is not available, it is always a good idea to have a backup venue or date in mind. Please see the list of on-campus venues on the Campus Event Spaces link. (make link active)

Event Program & Program Participants

If your event objective requires a program or agenda to be presented to the attendees, it is important to determine your program speakers/participants in the process of creating your event. As mentioned previously, make sure to schedule the date and time of your event around the availability of your program participants. Develop the event program around the event objective to ensure that you are effectively communicating and presenting the objective to your event attendees. Remember that you want to keep your audience engaged at your event, so it is important to consider: Who is the best person to present this information? What is the best way to present this information? Does the program align with the event objective?

If you would like the President to attend or participate in your event, you must first receive approval from the Office of the President by contacting Terri Rogers (trogers@se.edu or 580-745-2510)