Wright State University Event Planning Checklist
The Event Services
Office is responsible for all reservable
space in the Student Union. Event Services also coordinates
with various university service providers to ensure the
smooth daily operation of the building. It is important
that event planners at Wright State know when, who, how
and why to contact the different offices on campus that
provide various support services to the events held on the
WSU campus. With an ever increasing demand for event space,
the Event Services office has developed this Event Planning Checklist
to be used by first time event planners and seasoned veterans
of the event planning process. This checklist will help
event planners check their work and offer them a fast and
easy way to make sure the event being planned will be a
Establish a budget for your event. Make sure to factor
in room charges, media charges, food charges, and any
printing cost for marketing your event. Also look at
any possible charges that might come as a result of
the event (i.e. labor, cleaning, parking, etc.).
Select a date & time
for your event and call to reserve a room/space on campus.
Make sure before you call that you have the following
The type of event. (University Sponsored, Student
Sponsored, Event for Students, Event for WSU &
Community or Rental Event)
Number of people expected to attend the event.
This is necessary to determine a proper space for
Type of seating needed for the event. This is to
determine a proper space for your event. (Theater,
Conference, Classroom, Banquet, Reception)
Will food be served at the event. (YES / NO)
Will you need audio-visual equipment at the event.
(YES / NO)
Are there any special needs for the event (Signage,
DO NOT proceed until your reservation has been confirmed by
the office responsible for the selected space. Ask for a printed
confirmation, an email confirmation or a confirmation number.
Student Organizations should register their event
with the Office of Student Activities. A Student Event
Registration Form (Social Event Form) needs to be completed
so that the event appears on the Student Activities
Develop promotional material for the event if necessary.
Promotional material should include; event date, event
time, location, and a name and phone number of the party
responible for the event. Decide on an RSVP date for
attendees and/or if an RSVP is necessary for the event.
This RSVP date should also be included on promotional
materials. Remember, the Student Union and the Sodexho
Catering Department need at least 72 hours to make changes
to events. Changes made after the 72 hour deadline will
result in a fee.
When necessary place orders with Sodexho Catering
(775-5630) and with Media Services (775-3162). These
orders must be placed 72 hours prior to the date of
Check your work. It is a good idea for event planners
to call 7-10 days prior to their event and make sure
that everything is still ready to go as planned. This
lets the departments in charge of room arrangements
in the reserved space ask any additional questions and
clarify the information they have. This is also a good
opportunity for event planners to give updates on the
number of people attending to the catering office and
those in charge of room/space arrangements.
Things to Remember
an event at Wright State University, it is important to
remember that there are many other groups on campus that
are also planning events. The Student Union reserves space
on a First-Come-First-Serve basis. This means event planners
need to reserve rooms/space for their events 6 to 12 months
prior to the event date. Any events that are expected to
have attendance numbers at or above 150 should be reserving
space at least nine months prior in order to ensure that
space will be available. The Event Services Office will work
with event planners in an effort to find suitable space
for events and to help start event planners in the right
direction. However, it is important to remember that the
Student Union host, on average, 1,600 events per quarter
ranging from small three person meetings to huge events
that draw crowds of up to 1,000 people. This means that
sometimes there is no space available.
If you, as an
event planner, would like to lessen your work load and/or
have a professional event planner make the arrangements
for your event - that service is offered. This is an additional
option for event planners who want to have a single person
to check with to make sure that the event is ready to go.
One individual will reserve space, order food, order A/V,
and collect RSVPs for events for a small fee. If you would
like more information on the services provided, please contact
If you have questions
or comments about this checklist please contact the Event Services Office, 186 Student Union at
775-5511. The Event Services Office is here to serve your event
planning needs and will work with every campus group to
ensure successful events on the Wright State Campus.
Copyright Information ©
2005 | Accessibility Information
Thu. Jan-20-11, 12:50
, by the WSU Web Team (am).
Please send comments to the WSU