Event-Planning Overview

Planning Procedure

These steps can help you plan a successful event: 

  1. Assess Needs: What kind of program do students want or need? Conduct a brief survey, ask classmates, or talk to a staff member/advisor.
  2. Set Goals: What are you trying to accomplish by having this event?
  3. Brainstorm Ideas: Discuss issues like event feasibility, available resources/funding options, logistics, inclusivity, accessibility.
  4. Initial Planning: Determine the date, anticipated attendance, location, staffing, specific needs for the event, contracts/paperwork, space, food/catering, and risk management.
    1. Do you need to reach out to DOSS to discuss security needs? If so, do so in a timely manner.
  5. Develop a Budget: Consider site/facility fees, food costs, movie rights, electrical/lighting, decorations, entertainment, advertising.
  6. Submit a Proposal: Obtain funding from COSO by submitting a proposal.
  7. Create/register your event and request space via Dartmouth Groups.
    1. Outdoor events require a permit. Use of the Green and other- non Collis- outdoor spaces requires direct communication with Conferences and Events
  8. Publicize Your Event: Get the word out by marketing your event.
  9. Finalize Plans: Determine set up needs, staffing, confirmations.
  10. Execution: Execute your event.
  11. 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.