Events

If you are selling any items or services at your on-campus event, then you are required to submit a Sales and Solicitation Form to the Office of Student Involvement. 

The form can be found in the Kent State Stark Involvement SharePoint (coming soon) or by contacting the Office of Student Involvement via email at starkstudentlife@kent.edu. 

Your event reservation is subject to cancellation if a request is not submitted and approved. For any questions, contact starkstudentlife@kent.edu.

Below is a checklist that can be useful in properly planning for your student organization to host an event. 

For all events taking place on campus, make sure you reserve your space. See instructions below. 

Develop Goals and Objectives

Establishing goals and objectives for your event or meeting can be made easy by asking yourself or your student organization the following questions:

1. What is the purpose of this event/meeting?
2. What type of event/meeting will this be?
3. What are the desired outcomes of this event/meeting?
4. Who is the intended audience?
5. What value does this event/meeting bring to the overall Kent State Stark community?

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 date and time that will work best for your intended audience.
• Select a location.
  • 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, etc.)?

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 (if hosted off-campus)
• Entertainment
• Travel and accommodations
• Décor
• Catering

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
  • Email
  • Poster
  • Digital signage
  • Social media
• Please note that any posters you plan to display on campus must first be approved by the Office of Student Involvement. Make an appointment with Student Involvement.
• Need design and/or printing assistance? Email us at starkstudentlife@kent.edu; we’re happy to help! 

Important: Complete Campus Event Request Form & Reserve Your Space

1. Complete the Stark Campus Event Request Form
2. Submit a Stark Campus Room & Space Reservation on Mazévo 
   Log into Mazévo using your Kent State credentials. If you have any issues with Mazévo, email Lucie Wise at lwise5@kent.edu.

Develop an Event Execution Plan

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?