Effective Event Planning

Student Organization Online Training

 Step 1: Determine Type of Event

 Academic?
 Speaker/Lecturer
 Conference

 Social?
 Mixer
 Athletic
 Performer

 Philanthropic?
 Food/clothing/book drive
 Community Service
 Fundraiser (not eligible for SAFAC funding)
 Step 2: How will you Pay?
Determine Budget/Funding
 Organizational Funds
Approved by voting members

 SAFAC
Complete forms EARLY to ensure a spot on
the agenda and to know if awarded.
 On or Off Campus Activity Approval Form must be
approved prior to applying for SAFAC
 Step 3: Where will the event be held?
Location, Location, Location!
Things to Consider
 On Campus
 On Campus Activity Approval Form
 Facilities Scheduling Set-up

 Off Campus
 Off Campus Activity Approval Form

 Travel Training for Overnight Trips and Day Trips

 Advisor Availability

 Inside or Outside Event

 Inclement Weather
 Campus Closings
Step 4: Target Audience

 Who’s Invited?
Students
Faculty
Staff
Community

 Dress Code?
Casual
Business Casual
Formal
Costume
 Step 5: How to Decorate
Formal or Informal?
 Based on Step 1: Type of Event
What is available from Student Life?
Paper goods/plasticware
Balloons & streamers
Plastic Tablecloths
(make all requests at least 48 hours in advance)

What are the necessary purchases?

Food & Drinks
Special Decorations
 Special approval needed for:
Dance Floor
DJ
 Step 6: On-Campus Event

 On Campus Activity Approval Form!

Due to Student Life:
Tier I = 5 business days
Tier II = 15 business days
Tier III = 20 business days

Approval e-mail MUST be

received prior to
advertising the event.
 Step 7: Off Campus Event

 Off Campus Activity Approval Form

Due at least twenty (20) business days prior to
event.

If seeking SAFAC funding, completed SAFAC

forms must be attached to Off Campus Activity
Approval Form.

Wait for approval e-mail

prior to advertising event.
Step 8: Liability Waiver Forms

 Required for Off Campus events.

 Due at least three 3 business days prior
to travel for everyone who plans on
attending.
 Advisor must keep forms on their person
at all times.
 Step 8: Ready, Set, Go!

 Advertise (On Campus) to

ensure participation.

 Pack appropriately (Off Campus) for

overnight travel.

 Safety first ALWAYS!

 Have fun!
 Questions?

Contact:
Donna M. Okaro
Central Park Campus: C119C
dokaro@collin.edu
972-548-6508
Effective Event Planning
Student Organization Online Training