Scheduling & Event Planning Tips

To schedule space on campus you will need to work with the University Events & Conference Services Office (uecs@kent.edu; 330-672-3202).  All meetings and events need to be scheduled through the UECS Office for resource and safety purposes.  

If you are selling any items or services at your on-campus event, you are required to submit a Sales and Solicitation Permit request to the Center for Student Involvement. 

This can be done in KSU Engage through this form. Your event reservation is subject to cancellation if a request is not submitted and approved. For any questions please contact csi@kent.edu.

Below is a list of tips that can be useful in properly planning for your student organization to host an event. For all events taking place on campus, please make sure to reserve space through University Events and Conference Services. 

Develop Goals and Objectives

Establishing goals and objectives for your event/meeting can be made easy by asking yourself/group the following questions: (Note: These should be measurable)

• What is the purpose of this event/meeting?
• What type of event/meeting will this be?
• What are the desired outcomes of this event/meeting?
• Who is the intended audience?
• What value does this event/meeting bring to the overall university community?
• Make a checklist covering all details of your event/meeting.

Establish a Budget

Establishing a budget early on provides a solid foundation for any event or meeting. Consider the following with establishing your event/meeting  budget:

• Facility rental costs
• Equipment rentals (chairs, tables, audio visual needs, etc.)
• Entertainment
• Travel and accommodations
• Design and Printing for Promotional materials
• Décor
• Catering
• Security

Select a Date, Time, and Location

• Plan your event as far in advance as possible.
• Select at least two dates, one preferred and one alternate date.
• Select a time that will work best for your intended audience.
• Select a location and connect with University Scheduling to confirm availability.
  • Be sure to consider the following when selecting a location:
    • How many people will be in attendance?
    • What type of space will you need?
    • Will you have any equipment requirements?
      • Chairs
      • Tables
      • Audio visual
      • Other

Develop a Marketing Plan

Informing your intended audience of your event/meeting is one of the most important elements of planning.  Be sure to consider the following:

• What is your primary message?
• What format will you use to inform the intended audience of your event/meeting?
  • Invitation
  • Email
  • Flyer/Poster
  • Digital signage
  • Social Media
  • Other
• Will you need design and printing assistance?

Develop an Event Agenda

Planning how your event/meeting will run prior to the event is the best way to ensure success.  Be sure to plan the following:

• Select a point person for the day of the event/meeting.
  • If there will be a team of people helping with the event, make sure everyone knows what their role is and the expectations for the event/meeting.  Share this information with the team a minimum of three days prior to the event.
  • Have someone other than the point person assigned as to trouble shooting. If things don’t go as planned. This person is the go-to for answers.
• Create a timeline for the order of tasks/activities during event/meeting.

Tie-up Loose Ends and Last Minute Details

Tie-up any last minute details and loose ends at least one week prior to your event/meeting date.

Double Check

Double check, triple check, and look over your checklist one more time to ensure no detail has been overlooked. Check it one more time for good measures.

Evaluate

Evaluate how your event/meeting went. Ask yourself/your team the following questions:

• Did this event/meeting meet the set goals and objectives?
• What went well?
• What didn’t go well?
• What will be changed for the next event/meeting?