Event Planning and Steps for Success for Student Organizations

Creating a campus event requires planning ahead. We recognize that all events are unique and thus will have different needs, but all events should go through the same basic step-by-step planning process whether the event is a first-time or annual. The Center for Student Involvement (CSI) offers advising and support for student organizations wishing to plan events on campus.

The process to reserve space for a meeting or event on campus is as follows:
  1. Register your event request with the Event Registration Form on Presence.
  2. Log into the Event Management System (EMS) to reserve your space with the Events Office.
  • ​Event Registration form approves events/meetings
  • EMS Space Reservation approves locations
  • Both processes are REQUIRED
  • EMS space reservations will only be approved for events with an approved Presence Event Registration Form.

NOTE:

  • All meetings must be submitted at least 7 days prior to the desired meeting date.
  • All events must be submitted at least 14 days prior to the desired meeting date.
  • If you have any questions and would like assistance in planning your event please, contact our professional staff to guide your student organizations through the event planning process at involved@richmond.edu.
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  • Step 1: Ask Who, What, Where, When, Why?

    Begin with the end in sight.

    Your student organization should take time to assess the goals and purpose of the event, the audience you are trying to attract and what you want attendees to walk away saying about your organization, in addition to the event.

  • Step 2: Create a Budget

    Create a budget in order to decide how much money you want to spend on the event:

    • During the RSO Institute you should have learned about the policies and procedures around spending your organization’s money.
    • The Center for Student Involvement has student organization credit cards you can check out in order to make event and meeting purchases. Card check out is only done during Finance Office Hours in THC 217. Hours can be found posted at CSI and change each semester. 
  • Step 3: Select a Date & Reserve a Venue

    Refer to the campus calendar and the events on the UR Involved App to ensure there are no conflicting events on campus before you select your date.

    • Submit an event registration form on Presence. 
    • Log into EMS room reservation system to select your venue. Be sure to select a venue that appropriately accommodates your audience and have alternative dates in case yours is taken. Note: if the event is outside, reserve an alternative inside location in case of bad weather. All classrooms will be finalized after the add/drop date each semester.
    • Venue & Audio/Visual Needs: Arrange the required setup (table, chairs, etc.), along with, any technical support with the Events Office. If you need to rent a soundsytem or other A/V equipment, include it on your reservation.
    • Meetings require a reservation 7 days in advance.
    • Events require a reservation 14 days in advance. 
  • Step 4: Event Details

    Food
    Before your event, check the University’s policy and procedures around food at events and meetings. If the vendor is not on the Approved Vendor List, you will be required to submit a Food Waiver Form to the Events Office to be approved prior to your event. 

    Contracts
    If you need to contract a performer, lecturer, DJ, etc. please contact CSI at involved@richmond.edu.

  • Step 5: Create a Marketing Plan

    The best-planned event will not be a success if you can’t get people in the door to enjoy it. Marketing your program in event is a vital component to the planning process. Think through what marketing outlets you want to use for your event. Be creative with your social media. Also, consider the free marketing resources on campus such as SpiderBytes, dfylers, chalking, Posting Policy, banners in the Commons.  

  • Step 6: Event Management

    During the event:

    • Check out a swipe from CSI to log your attendees.
    • Be sure to pay attention to your attendees. If your goal is to gain new members, how are your current members interacting with potential members?
    • Take note on things that are going well or that could be improved for the next event
    • Have Fun! You worked for this moment, don’t forget to enjoy it!
  • Step 7: Assess Your Event

    As an organization, be sure to assess the event. Try to do this within a week of the event while it is still fresh. Refer back to your goals to see what was accomplished and what would have been done to make the event even better next time.