- Define Event Purpose:
- What is the event’s goal (social gathering, academic conference, fundraiser, etc.)?
- Who is the target audience (students, faculty, alumni, public, etc.)?
- What outcomes do you hope to achieve (engagement, learning, fundraising, etc.)?
- Set Date, Time and Location:
- Consider the best time for your target audience (between class hours or weekends).
- Request a venue based on needs (number of attendees, location, accessibility, event activity, A/V needs, etc.).
- Request a date that doesn't conflict with major university events or holidays.
- Utilize campus calendars, WaveLink, and the Campus Reservation System to browse current events
- Check availability and request the venue early via the Campus Reservation System
- Budget Planning:
- Set a budget based on event needs (venue, food, equipment, decor, entertainment, etc.).
- Identify potential sponsors or funding sources.
- Account for unforeseen expenses (contingency fund).
- Work with the reserving office to determine estimated costs based on seating, AV, staffing, etc.
- Typically, invoices are billed through decentralized billing utilizing banner fund numbers.
- Select Event Team:
- Assign roles (Event Coordinator, Marketing Lead, Logistics, etc.).
- Recruit volunteers to assist with your event.
- Create a timeline with deadlines for all tasks.
- Student Organizations may designate up to 2 Reservation Delegates.
- Reservation Delegates may utilize the Campus Reservation System to request space on behalf of their organization. Contact emsscheduling@uncw.edu for more information.