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Event Planning Guide

Events & Reservations

When planning an event at UNCW there are several steps that you should take to maximize your event's success. This checklist can be used as a general guide as you go through the process.

It is important to start the planning process as early as possible. Depending on the complexity of the event, all arrangements should be confirmed at a minimum of two weeks prior to the event date.

Concise Event Planning Checklist

  • Initial Planning Phase

    • 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.
      • 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.

    • Create an Event Schedule:
      • Break down the event into time blocks (arrival, activities, presentations, breaks, etc.). 
    • Food and Drink:
      • Decide whether to provide refreshments, full meals, or snacks.
      • Contact catering@uncw.edu for catering options.
      • Address dietary restrictions and preferences (vegetarian, vegan, gluten-free, etc.).
      • Work with UNCW Catering to arrange food delivery and setup time.
      • If alcohol will be served at your event, arrangements must be made through UNCW Catering. You must submit a UNCW Alcohol Beverage Permit at least 14 days prior to your event.
    • A/V and Technical Setup:
      • Determine if you need microphones, projectors, screens, or any other technical equipment. Share your requested A/V needs with the reserving office.
      • For more complex events, prepare a run of show for the A/V team.
    • Decorations:
      • Follow venue decoration policies.
    • University Police and/or Environmental Health and Safety
      • Reservation Offices may require you to contact University Police and/or Environmental Health and Safety.
        • University Police: 910.962.2222 – police@uncw.edu
        • EH&S: 910.962-3057 – ehs@uncw.edu
    • Transportation & Parking
      • Work with UNCW Parking to provide parking details for guests
      • Consider carpooling, shuttles, or special accommodations for attendees.

    • Create Event Materials:
      • Design promotional posters, flyers, social media posts, and email templates.
      • Use the university’s branding and colors for consistency.
    • Marketing and Media Campaign:
      • Create an event hashtag.
      • Post regular updates leading up to the event (teasers, guest speakers, behind-the- scenes, etc.).
      • Submit marketing slides to clreservations@uncw.edu
      • Utilize Hawk e News, social media, etc.
    • Consider RSVPs:
      • Determine best method for tracking attendance and RSVPs.
      • Keep the reserving office and UNCW Catering updated with event numbers
      • Provide attendees with event details (date, time, parking instructions, venue, any special instructions).
      • Send reminders leading up to the event.
    • Collaborate with Student Organizations:
      • Engage with student clubs, societies, or other student organizations to promote the event.
      • Offer them incentives (tickets, swag, shoutouts, etc.) to help with promotion.
      • Registered Student Organizations can be found on WaveLink.

    • Check-In Process:
      • Set up an easy check-in table with name tags and event materials.
      • Ensure volunteers are ready to assist.
    • Event Flow & Coordination:
      • Have the event schedule in hand and ensure speakers/performers are prepared.
      • Keep time to stay on track and ensure all activities run smoothly.
    • Engage Attendees:
      • Keep the atmosphere lively, especially during downtime (music, activities).

    • Clean-Up:
      • Plan for clean-up before and after the event.
      • Ensure all equipment is returned and the venue is left in good condition.
    • Thank You Notes:
      • Send thank-you emails to attendees, sponsors, and volunteers.
      • Acknowledge any special guests, speakers, or performers.
    • Feedback Collection:
      • Send out a post-event survey
      • Ask for input on event content, logistics, and overall experience to improve future events.
    • Final Budget Review:
      • Compare actual costs with the planned budget.
      • Ensure all invoices are paid and reimbursements are processed.

    • Stay Flexible: Things rarely go according to plan, so be ready to adapt.
    • Communicate Clearly: Keep all team members and stakeholders updated regularly.
    • Think Inclusively: Ensure the event is accessible for all attendees (e.g., wheelchair access, captions for presentations).