event planning checklist
EVENT PLANNING CHECKLIST RESERVING SPACE, TABLES AND MEDIA
To reserve a room or space on campus, advisors must use the online reservation system available at www.hennepintech.edu/faculty/pages/958. The reservation system requires advisors to use their Star ID and a password. Questions regarding room reservations should be directed to Amy Thomas at [email protected] or 763-488-2442.
To reserve tables or other set up for your event, you must submit a maintenance request online at htcmaint.myworksite.com/. To reserve media equipment (computer, projector, screen, sound system, etc.), contact Media Services staff on your campus in advance of your event: Eden Prairie Campus Jason Christian [email protected] 952.995.1538
Brooklyn Park Campus Doug Mason [email protected] 763.488.2485
TRAVEL
Follow the travel procedures outlined in the club and organization guidebook. An entire travel checklist of all forms and procedures required is on the club and organization resources webpage.
Have all drivers and potential drivers complete the vehicle user agreement Reserve HTC vehicles if needed by reviewing the procedures online at http://www.hennepintech.edu/uploads/files/HOW%20TO%20RESERVE%20THE%20COLLEGE%20VEHICLES%2010-2012.docx.
MONEY
Review the finances and purchasing procedures sections of the club/organization guidebook to ensure you know the processes you will need to follow.
Create a budget including anticipated income sources and expenditures. Request funds (if needed) from the Student Life Board by completing a Student Life Board Funding Request. If selling tickets, contact the Campus Store Manager. You must sell tickets through the Campus Store and there is a 10% fee taken out of the revenue.
Consider collaborating with another club or organization to share costs and reach a wider audience. FOOD
Clubs and organizations must use Lancer Catering for food at events. Order food online at https://lancercatering.catertrax.com/. Lancer may give you permission to use an off campus food vendor, but you must ask them first.
At meetings, you may have food from alternate vendors (including the grocery store or pot luck). FILMS/VIDEOS
For use of copyrighted material (e.g. films, movies) a license may be required. Review the event planning section of the club/organization guidebook for further copyright information.
EVENT PLANNING CHECKLIST CONTRACTING A PERFORMER, SPEAKER OR ENDOR
Contact performer/speaker/vendor and find out available dates. Have the club or organization advisor contact the Director of Student Life at [email protected] or 763-488-2605 to determine if a contract is needed and work with her to get the correct contract in place.
Let the performer/speaker/vendor know directions, where to park, and the day of event contact person’s cell phone number prior to the event.
ADVERTISING
Media services may be able to make posters for your event at a small fee charged to your club cost center. Contact the Media staff on your campus listed above in the reserving space, tables, media section.
Create posters/flyers. Be sure to review the posting policy in the event planning section of the club/organization guidebook to know where and when they can be posted.
Email all students about your event by submitting what you want to be shared to [email protected]. Information about club and organization events will be sent out the first Monday of each month so plan ahead to get an email out on time!
Post the event on your club/organization webpage, Facebook page, etc. Put information on the HTC website calendar. List your event on the marquee. EVALUATION
Develop a survey that asks questions that the club/organization wants to know about and determine how the survey will be given out and collected.
POST-EVENT PLANNING
Review and present the survey results to the club/organization members and use that information to make recommendations and plans for future events.
Send thank you notes/emails to anyone who helped you with the event. Submit invoices and/or any reimbursements to your advisor.
To reserve a room or space on campus, advisors must use the online reservation system available at www.hennepintech.edu/faculty/pages/958. The reservation system requires advisors to use their Star ID and a password. Questions regarding room reservations should be directed to Amy Thomas at [email protected] or 763-488-2442.
To reserve tables or other set up for your event, you must submit a maintenance request online at htcmaint.myworksite.com/. To reserve media equipment (computer, projector, screen, sound system, etc.), contact Media Services staff on your campus in advance of your event: Eden Prairie Campus Jason Christian [email protected] 952.995.1538
Brooklyn Park Campus Doug Mason [email protected] 763.488.2485
TRAVEL
Follow the travel procedures outlined in the club and organization guidebook. An entire travel checklist of all forms and procedures required is on the club and organization resources webpage.
Have all drivers and potential drivers complete the vehicle user agreement Reserve HTC vehicles if needed by reviewing the procedures online at http://www.hennepintech.edu/uploads/files/HOW%20TO%20RESERVE%20THE%20COLLEGE%20VEHICLES%2010-2012.docx.
MONEY
Review the finances and purchasing procedures sections of the club/organization guidebook to ensure you know the processes you will need to follow.
Create a budget including anticipated income sources and expenditures. Request funds (if needed) from the Student Life Board by completing a Student Life Board Funding Request. If selling tickets, contact the Campus Store Manager. You must sell tickets through the Campus Store and there is a 10% fee taken out of the revenue.
Consider collaborating with another club or organization to share costs and reach a wider audience. FOOD
Clubs and organizations must use Lancer Catering for food at events. Order food online at https://lancercatering.catertrax.com/. Lancer may give you permission to use an off campus food vendor, but you must ask them first.
At meetings, you may have food from alternate vendors (including the grocery store or pot luck). FILMS/VIDEOS
For use of copyrighted material (e.g. films, movies) a license may be required. Review the event planning section of the club/organization guidebook for further copyright information.
EVENT PLANNING CHECKLIST CONTRACTING A PERFORMER, SPEAKER OR ENDOR
Contact performer/speaker/vendor and find out available dates. Have the club or organization advisor contact the Director of Student Life at [email protected] or 763-488-2605 to determine if a contract is needed and work with her to get the correct contract in place.
Let the performer/speaker/vendor know directions, where to park, and the day of event contact person’s cell phone number prior to the event.
ADVERTISING
Media services may be able to make posters for your event at a small fee charged to your club cost center. Contact the Media staff on your campus listed above in the reserving space, tables, media section.
Create posters/flyers. Be sure to review the posting policy in the event planning section of the club/organization guidebook to know where and when they can be posted.
Email all students about your event by submitting what you want to be shared to [email protected]. Information about club and organization events will be sent out the first Monday of each month so plan ahead to get an email out on time!
Post the event on your club/organization webpage, Facebook page, etc. Put information on the HTC website calendar. List your event on the marquee. EVALUATION
Develop a survey that asks questions that the club/organization wants to know about and determine how the survey will be given out and collected.
POST-EVENT PLANNING
Review and present the survey results to the club/organization members and use that information to make recommendations and plans for future events.
Send thank you notes/emails to anyone who helped you with the event. Submit invoices and/or any reimbursements to your advisor.
