RSO Event Planning & Resources
Event Planning Overview
These steps can help you plan a successful event.
SUGGESTED PLANNING PROCEDURE
- Assess Needs:What kind of program do students want or need? Conduct a brief survey, ask classmates,
or talk to a staff member/advisor.
- Set Goals:What are you trying to accomplish by having this event?
- Brainstorm Ideas:Discuss issues like event feasibility, available resources/funding options, logistics,
- Initial Planning: Determine the date, anticipated attendance, location, staffing, specific needs for
the event, paperwork, space, food/catering, and risk management.
- Develop a Budget:Consider site/facility fees, food costs, movie rights, electrical/lighting, decorations, entertainment, advertising.
- Submit a Proposal:Obtain funding by submitting a proposal.
- Book Your Space:Be sure to reserve your event space, if necessary.
- Publicize Your Event: Get the word out by marketing your event.
- Finalize Plans:Determine set up needs, staffing, confirmations.
- Execution: Execute your event.
- Evaluation:Assess how the event went. It is the responsibility of the organization receiving funds to submit an Event Review Form by noon the Friday following your event.
Virtual Resources for Student Organizations
The Office of Student Engagement has put together resources for your organization to help student organizations maintain normal operations. This page will be updated regularly there, please check back weekly.
Planning Virtual Events
- Consider moving meetings or events to an online or virtual format to accommodate all members.
- Most platforms are video conferencing systems that allow users to meet remotely and
collaborate, sharing screens, files, and video.
- There is a screen-sharing feature that would allow a PowerPoint or documents to be displayed and discussed as well as a recording option if content would like to be recorded in advance and distributed to organization members.
- Most of these platforms have free and premium components to them, however, seek assistance from your advisor in researching.
Tips for Running a Meeting Remotely:
- Have an Agenda:Having an agenda can help guide and focus a remote meeting. Set expectations if you’d like other to contribute to the agenda ahead of time.
- Practice Active Facilitation:Encourage individuals to speak up during these meetings and also facilitate equal airtime to those that may not feel as if they are being heard.
- Silence Doesn’t Always Equal Understanding/Agreement:There are some great apps available that allow participants to vote in real time to help facilitators gauge consensus.
- Use Video (if possible): Although we have the ability to disable the video feature; it can be interpreted as one being disengaged. Therefore, use it when you can. If you cannot, it is also ok to use the chat function to share that information with the meeting host.
- Use the Chat Function:This can be a great way to have members ask questions or share important information and links throughout a meeting without interrupting.
- Get Feedback from Members: Encourage members to provide feedback on the meeting and how things be made better for the future.
- ELMO: The ELMO feature working for remote meetings. ELMO stands for “Enough! Let's Move On.” It is a ritual or organizational norm that can used during meetings to avoid unnecessary discussions that don't support the meeting objectives.
- Rules of Engagement: Virtual meetings are meant to save time and increase productivity, so they shouldn’t
just go on forever. Having a virtual document repository is helpful to your members:
Minutes from last meeting, Org. Constitution, other governing documents such as: University
policies and procedures and Roberts Rules of Order.
By logging into your GAView account and clicking on the RSO Course you can find some additional resources for effective organizational management.