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Event Planning!

 

Ten Simple steps for planning student events!


(Faculty and staff should check with the Office of event and conference services)


STEP 1: Consider Your Budget
Do you know what your budget is?
Do you know how much to estimate for each aspect of your event?
Not sure?
Meet with the Student Activities Office  or with representatives from Catering, Media and Event Support at Open Office Hours every Wednesday from 12-1 PM in Conference Room 225 of the Stephen Robert '62 Campus Center to estimate the costs for your event.
You may also find this Event Budget Worksheet helpful in planning your event.

 

STEP 2: Choose Your Date(s) Carefully
Do your dates conflict with a major University event such as Family Weekend or Commencement, for example?
Have you checked the Academic Calendar?
Not sure?
Check our list of annual University events.
Visit the University Events Calendar.
Visit the Brown University Academic Calendar.

 

STEP 3: Reserve Your Campus Space
Check space availability to see if the date you have chosen for your event is possible. Reserve classrooms, meeting rooms and green spaces using the University Scheduling Office’s online request form.
Not Sure?
Unsure what space you need?
Review the Scheduling Office’s online space directory  or contact the Scheduling Office for advice and suggestions.

*Keep accessibility issues in mind. Please utilize the SEAS Events Logo.

 

STEP 4: Register your Event
Not sure if you need to register your event?
Expecting more than 100 people?
Planning to serve alcohol?
Your event must be registered with the Student Activities Office.
EVENTS WITH ALCOHOL MUST BE REGISTERED 3 WEEKS IN ADVANCE.

Fill out an Event Registration Form and meet with the SAO as soon as possible.

*NOTE: If you are bringing a controversial or VIP person to campus, you will need to fill out a Dignitary Notification Form.

 

STEP 5: Review your Event Management Plan
There are different requirements from the Student Activities Office for each type of event.

Review the Student Event Management Plan template that pertains to the type of event you are planning:
Lecture/Performance
Dance Party with food
Dance Party without food
Dance Party with alcohol

Find the one that matches your event and fill in your event information. Submit this with your event registration.

STEP 6: Consider Venue Set Up (Must be ordered 10 Business Days before your event!)
Get in touch with Facilities Management to discuss your needs for registration tables, chairs, custodial cleaning and other equipment for your meeting space(s). You can meet with representatives from Facilities Management every WEDNESDAY from 12-1 PM in Conference Room 225 of the Stephen Robert '62 Campus Center.
                Not Sure?
Imagine that your meeting space is a blank slate. 
Try to envision everything that you will need for your event, and assume that your space does not come equipped with any of these things!

STEP 7: Arrange Your Audio-Visual Needs (Must be ordered 10 Business Days before your event!)
Request an LCD projector, a microphone or other audio-visual needs using the Media Technology Services online media request form.
                Not Sure?
Remember – imagine that your meeting space is a blank slate. Just because media equipment may exist in a room does not mean that it will be available and unlocked for your event.

Are you:
Planning to use equipment that is already installed in a classroom?
Showing Power Point?
Showing a video?
Speaking in a room that requires a microphone?

Then you will need to place an order with Media Technology Services.

STEP 8: Order Food & Beverage (Must be ordered 10 Business Days before your event!)
Order food and beverage with Brown Catering by calling them at 401-863-7812.
                Remember!
Food or beverage served in any campus space must be provided by either Brown Catering or an approved Brown vendor. For more information, please see the Brown First policy website.

STEP 9: Advertise Your Event – For Free!
Register your event with the University Event Calendar (Note: posting on the Event Calendar is required in order to take advantage of the Promotional Screens or Morning Mail).

Take advantage of LCD Promotional Screens across campus.

Advertise in the Brown Morning Mail (some restrictions apply).

Become a part of Featured Events at Brown (Distributed every Monday to subscribers, including local and regional editors and reporters, Featured Events is a great way to publicize your on-campus happenings. See link for subscription information and submission guidelines).

Post Your Event on myGroups.

Still Need Assistance? Come to Event Open Office Hours!

Every WEDNESDAY from 12-1 PM in Conference Room 225 of the Stephen Robert '62 Campus Center.

Representatives from Event and Conference Services (including Facilities Event Support & the Scheduling Office) and Media Services will be available to answer your questions and help you with your logistical planning.  Stop by, we look forward to seeing you!