ON-CAMPUS EVENT PLANNING CHECKLIST
BEFORE YOU BEGIN
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Brainstorm, sort and evaluate.
 Drop in during OSE’s event planning hours or make an appointment with a Student Engagement
intern or staff member to brainstorm your event.
Create a budget.
 Consider petitioning the Student Government Association to fund your event.
 Identify other organizations and departments that may want to co-sponsor the event.
Determine dates, times and locations.
 Check the online Goucher Calendar of Events (events.goucher.edu) for conflicts. Watch for
holidays, college closings, and any other major events.
 Visit OSE to review the posted calendar of student events.
AT LEAST ONE MONTH IN ADVANCE
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Turn in Room Reservation Form to the Office of Student Engagement.
 Meet with public safety for events with more than 50 attendees or where off campus guests will
be invited.
Contact the director of student engagement to review the contract process.
 Email or meet with the director to discuss contracts and to request a copy of the contract
template. It is far easier for students to utilize this standard form for speakers and entertainers, if
possible.
o If the speaker or entertainer requires you to use their own contract, please plan to
meet in person with the director. The contract will need to be reviewed by
Goucher’s legal counsel, so plan an extra 2-3 weeks in your planning process.
o You must have a signature from the director of student engagement (or
designee) for your contract to be valid. Students alone cannot sign a contract
for the college.
Discuss whether the event requires participants to sign a waiver.
Contact speaker or entertainment.
 Arrange travel and accommodations required by speaker or entertainer.
 Be clear when speaking with the entertainer that this is a preliminary conversation pending
approval of contract by director of student engagement and approval of budget by SGA.
Review the online Event Planning Headquarter (www.goucher.edu.student-life/getting-involved/event-planningheadquarters) for questions regarding policies and procedures.
Arrange for refreshments.
Plan and order decorations.
Develop publicity and promotion campaign.
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TWO WEEKS BEFORE EVENT
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Finalize room set ups with the Office of Student Engagement.
 Ensure OSE knows your room set-up and audio-visual needs. In order to request materials and
personnel to make your event a success, OSE must have this information in fourteen days prior to
your event.
Reserve table in Pearlstone Atrium and OneCard reader (if you are planning on selling tickets).
Create advertisements, including flyers and digital slides (which can be posted by an OSE student employee .
Request OneCard reader for the day of the event to sell tickets, refreshments, etc.
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Submit Check Requisition Form for speaker or entertainment to the SGA Treasurer, including the signed contract and
completed W-9.
Confirm with your adviser that they will be present if necessary.
 Keep in mind that an adviser or his/her designee must be present if your group or organization is
planning a dance or an event involving alcohol. Also, if your program is a large-scale program, it is
important for your adviser to be present in case of emergencies.
Confirm speaker or entertainment.
 Check with the speaker or entertainment to confirm travel itinerary and event details.
Consider having participants fill out an evaluation of your program.
ONE WEEK BEFORE EVENT
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Sell tickets.
Confirm payment with the SGA Treasurer.
Submit form to SGA Secretary to request the use of SGA small sound system, if needed.
Purchase supplies, but check with the SGA Vice President for Communications if you need something that the SGA
supply closet might already have for your use.
DAY BEFORE EVENT
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Pick up equipment (such as the OneCard reader, cash box, and small sound system from SGA).
Get change from the Controller’s Office if selling tickets or handling money at the event.
Pick up any checks from the Controller’s Office.
DAY OF EVENT
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Decorate and set up.
Have participants fill out a waiver, if required.
Relax and enjoy!
IMMEDIATELY AFTER EVENT
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Clean up event area.
 Pick up trash from the floor, tables, and other surfaces, and collect all of your personal and club
belongings. Facilities Management Services will take care of trash removal, general cleaning, and
resetting the furniture, but please leave the space in good overall condition.
 Take any items left by guests to the Public Safety immediately after the event.
DAY AFTER PROGRAM
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Return all equipment.
Remove posters/signs/banners as outlined in Advertising Policy.
Write a thank you note to entertainer, speaker, or anyone that you feel helped make your event successful.