How to Plan a Student Organization Event

1. DEFINE GOALS & OBJECTIVES

• What is the purpose of your event?
• How does it relate to your student organization’s mission?
• What is the theme of your event?
• How will it impact students at TCU?

2. SELECT A DATE & TIME

• When will your event take place?
• Are there other university events happening that day?
• Do you have enough time to plan your event?
• Consider backup dates & times.

TCU Academic Calendar

3. RESERVE A SPACE

• Where will your event take place?
• Have you reserved a space?
• Do you have a back up plan in the case of inclement weather?
• How much time do you need for set up and take down?

RESERVABLE SPACES:

• Brown-Lupton University Union
• Outdoor Commons
• King Family Commons
• Kelly Center
• Worth Hills
• Founders Statue
• South Library
• Intellectual Wall
• Classroom Spaces
• Recreation Center

Events hosted by Student Organizations and University departments AND where a substantial percentage of the anticipated audience is TCU students, faculty, or staff may reserve rooms at no charge. * If more than fifty percent of an event’s attendees are non-TCU affiliates, groups must make a reservation through TCU Conference Services at 817-257-7641.

OFF-CAMPUS EVENTS:

Student Organizations hosting events off-campus, regardless of distance, must complete the TCU Informed Consent & Assumption of Risk form.

If students are using their personal vehicles to drive to an event hosted by a student organization or on behalf of a student organization, the driver of each vehicle must complete a Student Driver Form.

*The Student Organization advisor or an officer within the student organization must collect these forms prior to the start of the event. Keep these forms on file. TCU will request the forms if necessary.

4. DETERMINE BUDGET

• How are you funding your event?

Apply for SGA Funding

1. Review the Funding Guidelines.
2. Fill out the Funding Application.
3. Give a 5-minute presentation to the Student Funding Board.
4. Receive funds allocated to your Student Organization.
5. Work with SGA and Student Activities Staff to complete your purchases.

Collaborate

• Collaborate with another student organization or a department on campus that relates to the mission of your organization.

or

• Collaborate with theCrew.
  1. Complete the Collaboration Form.
  2. Set up a meeting with student leaders from theCrew to go over the details of the event.
  3. Work with theCrew to purchase supplies, reserve the space, contact vendors, and determine volunteer roles during the event.

Other Funding Sources

• Donations
• Fundraising
• Member Dues
• Departmental Funding

5. CONTACT VENDORS & PURCHASE SUPPLIES

• Have you received funding? If not, return to step 4.
• Where are you purchasing supplies?
• Do your items serve the purpose of your event?
• Does the university require a contract with your vendor?

Contracts with Vendors

Any vendors that provide services on campus property require a contract (food trucks, bouncy houses, paid speakers, artists, djs, etc.).
Please contact studentactivities@tcu.edu to work through the contract process.

6. CREATE A MARKETING STRATEGY

• Who is your audience?
• How will you advertise your event?

What2DoTCU

• What2Do @ TCU is a visual calendar sent out to TCU student weekly.
• Submit your event on What2Do @TCU

Tabling

• Promote your event while students are walking to class or hanging out in common spaces.
• Reserve a tabling space outside in the Commons or on the Academic side of campus.
• Reserve a tabling space in the BLUU or other indoor location.

Social Media

• Create graphics with the time, date & location of your event.
• Share it with Student Affairs Marketing.
• Post on your student org social media if you have one.
• Have members post on their personal social media.

Signage & Posters

• Purchase signage for your event (SGA funding is available).
• Place yard signs in grassy areas around campus (make sure to pick them up when your event is over).
• Print flyers to hand out at tabling events.
• Hang up posters in the library and other community boards.
• Submit a request for digital signage in the BLUU.

7. SUBMIT YOUR EVENT ON ENGAGE

• Is your event ready for approval?
• Do you have the following:
  • Time/Date
  • Location
  • Funding
  • Vendor Information
  • Marketing Strategy

Engage

• The new Engage event process allows you to get your events publicized to the entire TCU community!
• This process is now mandatory for all approved and active organizations on campus to follow for any event they are holding.
• Event forms must be filled out at least 2 weeks in advance in order to receive timely event approval.
• Any questions may be directed to the addison.paxton@tcu.edu.

8. DEVELOP A DAY OF PLAN

• Who are your volunteers?
• Do your vendors know where they are going the day of?
• What does set up & take down look like?
• Who are your on site contacts?
• Consider the risks associated with your event.

TCU Interactive Map

9. DEBRIEF YOUR EVENT

• What went well?
• What would you change?
• What did you learn?
• How did your event impact campus?

Congrats on planning your event!