Planning an event on campus (Draft)

In the initial event planning stage, determine the general event goals for your event.  Identify the specific type of event being planned (i.e., lecture, panel discussion, social, etc.). Identify if the specific event being planned is the right tool and purpose to meet your overarching objectives. Recognize the events target audience, outline the event goals and review the date and venue options on campus.

Planned events should follow S.M.A.R.T. goals. 

S: Specific - Goals should be clear with in-depth details about what the event will achieve.

M: Measurable - Event goals should be measurable, such as collecting donation amounts or number of attendees.

A: Attainable - Set realistic goals that the event outcome can meet.

R: Relevant - Align the event with your groups mission, vision and values. 

T: Timely - Set realistic deadlines and timelines. This helps maintain focus on event priorities.

A project plan will be your events reference guide. The project plan should consist of all the information pertaining to the event. It addresses all the components of an event such as the start and end dates, budget, venue, marketing, attendees and more. 

The scope and complexity of the event plan vary depending on the size of the event, but the fundamental challenges remain the same. This plan will be convenient to circulate to all parties involved and will help everyone on task.

Once your have your target audience identified. Decide how your audience will be reached, and prepare your communications with your audience.

Security services, and/or a third-party security and a onsite first-aid company will need to be contacted to ensure all safety precautions are met.

The Office of Environmental Health and Safety. will help ensure your event follows all safety guidelines.

Visitors invited as special guests must review and submit the safety risk assessment form.

If there are special guests and/or dignitaries attending.

• Determine the level of fame, notoriety or controversy associated with the special guests. The level of support needed at an event is not content neutral. Certain events need more support than others. The mere presence of a guest speaker and/or the topic on which they will speak may present challenges that require increased levels of support from the University.
• The greater the interest in an event, the more likely increased levels of support will be needed. This could result from the number of people interested in attending the event, especially as it relates to venue capacity.
• Additional support may also be required due to the sensitive or high profile nature of an event’s special guests content event audience size and logistics complexity.
• The number of people attending an event has a direct impact on the level of support required. The make-up of an audience also impacts the type of support required.

IST supports AV/photography services for a fee. Learn more about IST Media Production Service and their event audio-visual support. Event organizers may also supply their own equipment through a third-party. 

Conference and Catering Services at UM helps facilitate both venue rentals and catering packages for all types of events.

Events with food policy. 

Please contact Conference and Catering Services for a catering wavier if food will be from an external vendor.

Events with food from an external vendor will need to review the Temporary food service establishment guideline

If the event requires any special logistical arrangements, Physical Plant can be contacted for any event arrangements, equipment moves and electrical setups. When considering event space, be mindful of the accessibility that is available and visualize the ideal setup the space's carrying capacity.

Parking on campus will need to be coordinated with Parking Services. Ensure the event has adequate and convenient parking, and guests don't get unwanted parking tickets.

For events that require any level of security, coordinating with Security Services will be necessary as their office will provide safety services for your event. Notifying Security Services about the event makes sure there is proper event security coverage. Security services will be able to assist with room access and event emergency response.