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Event Planning

Your complete guide for planning and executing successful campus events from start to finish.

The information on this page is intended to prepare student leaders, especially club presidents and board members, for club processes during the academic year. All questions about club processes should be directed to the ASSP Officer of Student Groups. As an additional resource, please look to the club handbook before reaching out to the Officer of Student Groups. 

Plan at least one month in advance and check for conflicts

Key Questions:

  • Is your date at least one month away?

  • Are there any other activities planned for that date?

Check These Calendars:

  • SPU Calendar

  • ASSP Website for updates

Note: CSC will almost certainly not accept an event that coincides with another significant campus event or club activity

Choose a Date

Submit your room reservation request through EMS Room Finder

Reserve a Room

Using EMS Room Finder, submit a room reservation request for a place on campus

Important: Your room reservation will not be finalized until CSC has accepted your event plan

Add to ASSP Calendar

Submit your event to appear on the ASSP calendar

Fill out the form to add your event to the events calendar

Submit forms to CSC at least 4-5 weeks in advance

What to Submit:

  • Event Request form

  • Budget Request form

Important Notes:

  1. Forms will only be considered if submitted electronically through Formstack on time

  2. Steps 1-3 must be completed before submitting these forms

  3. If requesting funds, submit the financial proposal together with your event request form

After Submission:

The ASSP Club Officer will notify you after the next CSC if your event was approved, requires changes, or was denied.

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If your program is rejected: Consult the ASSP Club Officer. You may need to adjust a day or time, or suggest a completely new event. Complete the relevant Program Change Request if needed.

Submit Event & Budget Request

Request chairs, tables, and services at least 3 weeks in advance

Request all necessary chairs, tables, garbage cans, and services using the Facilities online request form

Submit Facilities Work Request

Submit through Facilities & Safety at least 4 weeks in advance

What You Need to Know:

  • Water, power, and garbage requirements

  • Tables, seats, and carpet squares needed

  • Your club's budget number

  • Work order number

Additional Requirements:

  • Send floor plans and maps of the locations you want to use

  • For events with substantial logistical needs, schedule a meeting with building maintenance

  • Get signatures from Facilities, Safety and Security, and your club advisor

Campus Event Checklist

Order Catering

View menu options and get pricing on the SPU Catering website

If using catering, contact at least 3 weeks in advance

Before Meeting with Catering, Know:

  • Projected number of participants

  • Catering budget

  • Time, venue, date, and other essential details

Contact: conferenceservices@spu.edu to schedule a meeting and create a Catering Event Order (CEO)

Risk Management

Check if you need waivers or contracts approved

Check with Risk Management to see if you need waivers or a contract approved for your event

Important: Include the Club Officer and OSIL Advisor in all Risk Management correspondence

Create Promotional Strategy

Create a comprehensive promotional strategy to maximize attendance and submit your event details to Stall Talk for campus-wide visibility

Submit your event to Stall Talk and promote on social media

Submit within one week after your event

Complete a Club Event Assessment form within one week following the end of your event

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Critical Requirements:

  • Failure to complete this form may jeopardize your club's ability to program on campus

  • A new event will not be accepted unless the prior event's assessment is submitted

Complete Event Assessment

Event Planning Timeline

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Use this timeline and checklist to organize your event preparation and achieve the best outcome for event execution.

The timeframes provided reflect the minimum requirements for program planning. Consider the size and type of event when allocating time for each phase.

weeks out

8-10

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  • Brainstorm for event

  • Research costs and materials needed

  • Discuss any groups you should collaborate with

  • Submit financial proposal if over $750

weeks out

6-7

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  • Submit finance proposal to ASSP

  • Submit room request on room finder

  • Submit contract/performance agreement for approval

  • spu.edu/depts/finance/liability/risk/contracts.asp

weeks out

4-5

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  • Submit work request at tma.spu.edu

  • Submit campus event checklist

  • Submit catering request

weeks out

  3

  • Reserve media equipment: ASSP/CIS

  • Submit waiver: email to waivers@spu.edu

weeks out

1-2

  • Submit a request for payment form

  • Submit expense advance (see SPU finance website for all forms)

1

week after

  • Submit event assessment

  • Submit reimbursement form (see SPU website for finance forms)

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