Come up with an idea

What do you hope to accomplish?

What population will your event or activity attract?

Does the event reflect your group’s mission? If not, what are some downfalls or benefits to this?

Would this event benefit only FLC interests? Is the community encouraged to attend?

Is this a social event or a fundraising event?

Will you be asking community organizations to donate items or sponsor the event?

Does this event have any safety concerns? Should you contact Risk Management before proceeding?
Choose a date and reserve a room/space

What other events are going on this week? Is there a conflict?

Does this date give you enough time to plan and/or fundraise?

Can you get a room on your desired date? The Ballroom and Vallecito Room are sometimes reserved for weeks or even months out. Room reservations are made here - https://www.fortlewis.edu/facilities/Requests/ReserveaTableRoomSpace.aspx

For outdoor events, be sure to also reserve an indoor space in case of inclement weather!

Consider your Audio/Visual needs
Budgeting

Is the event cost effective? If it is a fundraising event, will it yield a desirable profit?

If costs are too high, could you collaborate with another RSO or Department? o How much is each group willing to give of their budgets toward the event? How much of the profit is each group entitled to? o Create a written agreement about which group will take on specific responsibilities and costs.

Are there any grants available and do you have enough time to apply?

As you continue planning your event, make sure you secure all entertainment contracts, keep all receipts, etc.
Event Details
Having food?

You are required to work with Sodexo , our campus dining provider, or request an exemption no later than one week prior to the event date.

Are you having any food donated?
Bringing an entertainer/speaker/musician to campus?

Do they have a contract that needs to be reviewed and signed? If so, please present it to the Leadership
Center Director.

If the entertainer does not have a standard contract, use the Event Detail Form on the Leadership Center’s website.


Complete a Check Request Form early (no later than two weeks prior to the event date) so payment can be ready on the day of the show.
Showing a movie?

Have you purchased the necessary public viewing rights to be able to show the movie?
Having a raffle or giving away prizes at the event?

NO GIFT CARDS MAY BE PURCHASED!

There are many IRS, State of Colorado, and FLC policies that must be followed. Come talk with Leadership
Center staff about what’s possible.
Other details:

What kind of decorations will you have?

Do you need to print programs, order parking permits, purchase name tags, or put out directional signs?

Will you need a cash box or change fund? Check one out from the Leadership Center front desk.

Confirm your final room set-up with the Leadership Center Assistant Director no later than one week before the event.
Advertising your Event

What methods are you going to use to advertise?





Tabling in the Student Union – reserve your spot on this website
Digital Signage – email to leadctr_st1@fortlewis.edu
KDUR
Facebook and other social media sites
Hang posters around campus – posters hung in the residence halls/apartments must be approved at the Housing Office (240 Miller). All others must be stamped at the Info Desk in the Student Union.
 Word of mouth – ask your professors to make an announcement in class!

When are you going to start advertising?

How much money are you willing to allocate for advertising?
Day of Event Activities

Make sure the event is properly staffed and everyone knows their job, where they’re supposed to be, and when.

Arrive early to set up and meet your audience.
After the Event

Clean up appropriately, return any rented/borrowed items.

Evaluate your event and decide what needs to be improved in the future.

Reconcile all financial records. Make sure you submit all Check Request Forms and associated receipts to the
Leadership Center to receive proper reimbursement.

If you received a FAB Event Grant, complete the “After Event” portion of the paperwork.

Send thank you cards.