Student Club Event Planning Checklist
EVENT PLANNING CHECKLIST Planning in advance will help your event run smoothly. Use the following tools to assist you in planning your event. The following policies should be used as a guide for planning events: Student clubs and organizations are responsible for the conduct of their members, guests, speakers, and performers during events. The sponsoring student club/organization must have members, officers or the advisor accessible throughout the entire event. Federal, state, local laws and ordinances must be followed as well as Hennepin Technical College and Minnesota State policies and procedures. Please refer to all club and organization information provided in the Student Club Guidebook for details on the information listed below. Use this event planning checklist as a guide to know what you need to do to plan an event.
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. 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.), your advisor should submit a media request through the IT SharePoint site.
TRAVEL
Follow the travel procedures outlined in the Student Club Guidebook. An entire travel checklist of all forms and procedures required is on the club and organization resources webpage.
FINANCING
Review the finances and purchasing procedures sections of the Student Club 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. (Meet’s monthly, so plan ahead) 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
Food for any club events must be ordered through Fat Chance Catering. Follow the procedures at https://hennepintech.edu/about/pages/675. Review purchasing procedures in the Club Guidebook for purchasing food.
FILMS/VIDEOS For use of copyrighted material (e.g. films, movies) a license may be required. Review the event planning section of the Student Club Guidebook for further copyright information.
Contact Student Life for help with obtaining copy rights.
CONTRACTING A PERFORMER, SPEAKER, OR VENDOR
Contact performer/speaker/vendor and find out available dates. Work with Student Life Staff to determine if a contract is needed and for contract processes. (When necessary contracts are required to be in place before the event and take time to process, plan ahead). 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
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 [email protected] to include the event on the Student Life Calendar of events. Email all students about your event by completing a Student Email Communication Request online. Please submit requests 10 days before you want the email to be sent out. All student emails are at the discretion of Student Life Staff. 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 brief 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.
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. 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.), your advisor should submit a media request through the IT SharePoint site.
TRAVEL
Follow the travel procedures outlined in the Student Club Guidebook. An entire travel checklist of all forms and procedures required is on the club and organization resources webpage.
FINANCING
Review the finances and purchasing procedures sections of the Student Club 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. (Meet’s monthly, so plan ahead) 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
Food for any club events must be ordered through Fat Chance Catering. Follow the procedures at https://hennepintech.edu/about/pages/675. Review purchasing procedures in the Club Guidebook for purchasing food.
FILMS/VIDEOS For use of copyrighted material (e.g. films, movies) a license may be required. Review the event planning section of the Student Club Guidebook for further copyright information.
Contact Student Life for help with obtaining copy rights.
CONTRACTING A PERFORMER, SPEAKER, OR VENDOR
Contact performer/speaker/vendor and find out available dates. Work with Student Life Staff to determine if a contract is needed and for contract processes. (When necessary contracts are required to be in place before the event and take time to process, plan ahead). 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
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 [email protected] to include the event on the Student Life Calendar of events. Email all students about your event by completing a Student Email Communication Request online. Please submit requests 10 days before you want the email to be sent out. All student emails are at the discretion of Student Life Staff. 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 brief 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.
