Event Planning

Click here to download the Allocation of Space and Event Planning Sheet

Club sponsored activities should advance the goals and mission of the club/organization. Ideally, to plan an event, you must start work several months in advance of the scheduled date. Many preparations go into planning, organizing, and completing an event.

The following checklist is helpful for keeping track of event objectives and goals:

Sample Event Planning Check-List

1. Event Type Workshop, Lecture, Fund-Raiser, Dance, Movie, etc.

2. Event Topic/Theme What is the subject or issue the activity will address? How does the topic relate to the goals and mission of the club/college-wide organization?

3. Event Date(s) What date is ideal for your event? Consider event theme and other activities on campus the date you desire.

4. Event Time(s) What time is ideal for your event? Consider your target population's availability and other competing activities scheduled at the same time.

5. Competing Event(s) Inevitably other activities will be scheduled on campus for the date and time you desire for your event. To increase the success of your event, learn what else is happening on campus. Check calendars on the college website at (www.bcc.cuny.edu). How can you collaborate?

6. Desired Location(s) Consider how many guests you expect and event type. The desired location for an event is limited by space availability. Plan ahead and submit the completed Space Reservation Form(s) to the I.O.C. Office (R.B.S.C. 309). Be prepared to request alternate space and dates.

7. Space Reservation Space Reservation is a major part of event planning. Space Reservation Forms must be submitted much in advance of the event date. The type and size of an event will impact how much advance notice is required.

8. Budget Budget requests are submitted each spring semester for the fiscal year. Allocate monies as needed for club/organization activities. Note that budgets must be formally approved before they can be used. In addition, both a Disbursement Order Form(s) and a detailed invoice from the vendor are required for expenditures. Spending prior to formal budget approval is not permitted and may not be paid.

9. Forms Space Reservation - Used to reserve space and other equipment for any activity requiring use of campus facilities. Forms are available in RBSC, 309.
Disbursement Order - Used to request payment, for approved expenditures, from club's/organization's accounts.
Personal services agreement - A standard "contract" required of all outside groups performing services for your event.
Insurance - Insurance is required of all outside groups performing services for your event. Insurance can be obtained by the vendor through any insurance broker. The broker must provide a million dollar rider for the date or dates of the event, and the form is to be made out to Bronx Community College.

10. Targeted Population Who are the people you want to target for the event? Aim your marketing and advertisement at your target population.

11. Expected Attendance Forecast expected attendance at events based on event type, promotion and advertising efforts, target population, date and time of event. You'll be better prepared to accommodate any audience if you can estimate the turnout with some accuracy.

12. Collaboration(s) Partnering with other clubs, offices and departments will increase the success of your project - expenses and responsibilities can be shared. The monthly I.O.C. meetings are the ideal venue to get support from other clubs and college-wide organizations with similar interests.

13. Resource(s) Consider additional sources of information pertinent to the event. For example, professors, counselors, websites, articles, books, etc.

14. Role/Responsibilities Everyone involved in the project should have a role and clearly defined responsibilities. Team-work is essential for successful completion of a project. Have periodic meetings where each team or individual has the opportunity to give status reports. Work to meet deadlines.

15. Equipment/Materials Don't forget the details! Most events require the use of equipment (i.e. microphone, screen, chairs etc.) Be sure to include the materials you'll need in the Space Reservation Form.

16. Facilities Meeting Usually required to review the details for large events needing significant set-up. Contact the IOC Office (RBSC 309) to set-up a facilities meeting.

17. Refreshments Will you serve refreshments? Consider the type and duration of event, and the number of participants. Will the budget cover refreshments? Note, home-cooked meals are not allowed. Refreshments can be purchased from the cafeteria with advance notice. All purchases require formal approval, completed Disbursement Order Form(s) and detailed invoice from vendor.

18. Advertising Publicizing the event is the only way to encourage participation. The Communicator (CO 605) is a great way to promote an activity on campus. Other ways to promote an event include posting flyers and posters - these materials must be approved for posting in the Office of Student Life (R.B.S.C. 102). Please post materials according to the campus posting policy.

19. Duplicating The College offers black and white duplicating at no cost to official organizations of the college. Color copying is also offered, at cost.