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Event Planning & Management

Whether your organization is preparing to host a speaker on campus or sending representatives to a national conference, use the following resources to help you coordinate and manage your event.

• Suggested / Frequently Used Resources
• Promoting Your Event
  • Fliers and Other Print Materials
  • TV, Radio, and Internet
  • Residence Halls, Letters, and In-Person Promotion

Suggested / Frequently Used Resources

1. University Calendar: Check the University Calendar before planning an event to be sure it does not compete with a similar organization's event. Post your event as soon as possible.
2. Reserve space in the Bone Student Center or in another building on campus.
3. Funding: Check out the Program & Opportunity Fund for funding or assistance with your funds.
4. Contracts: Contracts serve as agreements for payment between the registered student organization (RSO) and a third-party (DJ, speaker, vendor, etc.). For help with reviewing or executing a contract, contact the Student Involvement Center.
5. Events with Alcohol: University policies require RSOs hosting events with alcohol to register the event with the Dean of Students Office. Third party vendors need to serve and monitor all alcohol at the event, have a liquor license, and have a process in place to ensure alcohol is not served to minors. Registration forms must be submitted to the Dean of Students Office at least 10 days prior to the event.
6. Trademark: All university names, abbreviations, nicknames, logos, symbols, mascot, motto, and distinctive campus physical features are considered trademark property. Any designs that include such university trademarks must be approved by the University Marketing & Communications (UMC). In addition, all purchases of products bearing such affiliation must be ordered from licensed vendors. Only those materials and products with a generic name (i.e., "soccer club") may be produced without formal approval. Any other items must receive UM&C approval prior to use and purchase.
• List of university licensed vendors
7. Public Postings: Marketing materials can only be posted on designated bulletin boards. Posting of flyers on sidewalks, walls, trees, lampposts, artwork, etc. may result in discipline action and fines. In addition, materials must:
   • Be printed on recycled paper
   • Contain the recycling logo along with the statement, “Printed on recycled paper”
   • Contain the statement: “If you need a special accommodation to fully participate in this program/event, please contact (name and host department) at (phone number/voice). Please allow sufficient time to arrange the accommodation.”
   • The Bone Student Center, Campus Dining, and University Housing Services each have additional guidelines. For additional information, please see the RSO Handbook.
8. Promotion: contact the Student Involvement Center for ideas.
9. Follow-up & Evaluation: When appropriate, write thank you notes to individuals and groups that assisted in producing or funding your event. Discuss success and areas for improvement with your event for future planning.

Promoting Your Event or Activity

Printed Fliers

Fliers - Be sure to check the Posting Guidelines for printed fliers.

Quick tips:

• Use the "Adopt-A-Building" system: Have members of your RSO sign up to post in one or two buildings. E-mail the flyer to everyone in your RSO, then they can individually print it off and post in their “adopted” building.
• Use smaller flyers: Quarter-sheet flyers save resources and can be handed out quickly. Try taping a small piece of candy to the sheets for an added incentive.
• Remember! Taping flyers to sidewalks, poles, trees, or artwork is PROHIBITED

Other Print Promotions

• Table Tents: Table Tent Guidelines
• Sandwich Board: Sandwich Board Request Form
• BSC Display Case: BSC Request Form (second floor of the Bone Student Center)
• Chalking: Chalking Guidelines
• Newspaper:
  • Advertisements - RSOs get a discount in the Vidette, call (309) 438-2883 for more information
  • Press Releases - The newspaper writes an article about your RSO event *FREE*

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Campus Connections

Advertise your event on the ISU campus residence hall TV channel.

• TV advertising for $3 per day
• Create a slide (PowerPoint format is preferred) and e-mail to HousingCampusConnections @illinoisstate.edu
  • Send in slide 5 days before it needs to run
  • Ad can run for a maximum of 10 days
  • Pay $200 a year for unlimited slides (10 day maximum still applies)
• Contact University Housing Services at 309/438-8611 for assistance

WZND Radio

• For free, live on-air announcements, contact WZND News at (309) 438-5499 or Newsroom@wznd.com
• For assistance in promoting your event using ticket giveaways, a guy in a gorilla suit and/or the WZND Street Team, contact WZND Promotions at (309) 438-5486 or Promotions@wznd.com
• To make arrangements for an emcee, a deejay and/or other talent or hosting personnel, contact WZND Program Director at (309) 438-5485 or Programming@wznd.com

Internet

• University Calendar - post your events and meetings for free
• RSO website – Registered Student Organizations can create their own websites and link from the Dean of Students Office website
• Facebook – You must be a student to create an account
  • Create a group for your RSO
  • Post your event under “My Events”
  • Find groups with similar interests and e-mail the group creator with your event info
• There are many other popular blogs with the ability to create groups including Myspace and Livejournal. These accounts are free and easy to create.

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Residence Halls

Contact individual Residence Hall Front Desks for more information concerning:

• RA Bulletin Boards Area
• Residence Hall Loud Speaker
• Mailbox stuffing

For more information, contact University Housing Services (309) 438-8611

Letters

Depending on the nature of your event, you may want to consider sending invitations or letters to:

• Departments – Contact Department Chair
• Church Newsletters – Contact local churches
• Other interested groups

In person

• Tables on the Quad - Contact the Non-Academic Scheduling Office (309) 438-2403
• Collaborative Events - Invite several RSOs to participate in the planning and attendance of an event.

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