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 success.

• 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 information:

  • 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 your event.

  • 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, Decorations, Parking).

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 Event Calendar.

• 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 your event.

• 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

When planning 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 775-5512.

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.