The PLU Event Planning Guide
This Event Planning Guide is here to guide PLU students, faculty and staff who coordinate events. It includes the key components of event planning for large and small scale events, including catering, marketing, audio/visual needs, and inclusive practices.
Spending time to conceptualize your event and develop a plan gives you the ability to be intentional about collaboration and program design. The PLU Event Planning Form is a tool designed to lead event planners through each phase of event planing. Copy and paste the PLU Event Planning template into a Google Doc for on-going collaborative event planning, task management and historical records for you and your advisor/supervisor, dean or budget head.
Design your Vision
Your mission as an event planner is to invent, create, and produce events that are meaningful, creative, inspiring, and meet the interest and needs of your audience. To reach this goal successfully, spend time brainstorming and building collaborative partnerships to make the event a success for your target audience.
Oftentimes event planning happens in silos rather than different people and departments working together to achieve a common goal. Collaborating on events invites diversity of perspectives and access to resources to make the event the best it can be! True collaboration invites people to bring ideas during the event brainstorming stage to offer their greatest contributions to designing an experience that meets the established event goals. Ask yourself these questions: For larger events especially, it’s recommended you develop a planning committee composed of various stakeholders.
Questions to Consider:
- What is the campus need you aim to meet?
- Who is your target audience?
- What are the 1-3 your goals or learning outcomes you are aiming to achieve?
- Who are the people/departments you can invite to collaborate to best meet your event goals?
- Who are the content experts or advisors you can consult on your event design?
- Is there a person that needs to approve your event plan and/or budget?
- All student programmers have a designated staff person to approve your event plan and budget prior to booking and spending.
- Resident Assistants & Commuter Advocates- Community Director
- Student Clubs & Orgs – Club Advisors & Campus Life
- DJS Clubs – Club Advisors & Center for DJS
- Student Athletes – SAAC Advisors & Coaches
- All Students – Campus Life
- All student programmers have a designated staff person to approve your event plan and budget prior to booking and spending.
From Goals to Design
Writing goals can be crucial for improving the overall direction design for your event. Recognize the multiple pathways to achieve these goals. Accounting for diverse strengths and encouraging creativity can lead to more thoughtful programs. For information regarding endowed lectures and their intended goals, please reference this page.
Questions to Consider:
- What is the “vibe” you hope to create?
- Who is your target audience?
- Is the event I want to do in alignment with PLU’s values of diversity, justice and sustainability (DJS)?
- Is the event I want to do in furthering alignment with PLU’s mission statement?
- What specifically do you want your event to achieve?
Our hope is to provide our campus community with options for engagement while minimizing competing events. Consulting with campus calendar resources to ensure thoughtful planning that can help maximize event attendance and ensure the venue of your choice is available.
Helpful resources for choosing date and time:
- Campus Calendar is the public facing marketing tool for on and off campus events
- EMS is used to schedule spaces for events and reserve resources around campus. Utilize this resource to see the availability of on campus venue spaces.
- Weekly Class Schedule: Fall/Spring, J-Term
Questions to Consider:
- What days and times will work best for your target audience?
- What is the ideal date for this event?
- What other university events are happening on and around the date you are considering?
- Is there a specific venue you hope to have your event in? If so, what dates is it available?
- Does your date allow for adequate time to ensure successful planning? (See Building Your Timeline)
- How long do you want your event to be to best meet your event goals?
- Do you want your event to be outside? Check that the space is available and have an indoor location booked as a backup plan. (You will need to coordinate with the Hospitality Services office closer to the event to make a “weather call” of if the event is staying outside or moving inside.
Building your Timeline
Building an event planing timeline ensures that you are meeting expected reservation deadline and creates a visual list of to-do items that can easily be distributed amongst the event collaborators. Event planing often requires flexibility and to-dos may be added throughout the process. A visual timeline is also very valuable for others who may wish to host a similar event in the future. Use the resources below to build timeline backwards from your event date.
| Reserve Venue – Off Campus | Must contact off campus venue directly for booking. | ASAP |
| Reserve Venue – On Campus | Must reserve through EMS or events@plu.edu. During this time you will also be asked to share your Set-Up Style that best meets your event goals and number of attendees. | 4+ weeks before event |
| Venue – Olson | MUST reserve through EMS or events@plu.edu. Due to the additional coordination and labor, this venue requires additional planning. | 12+ months before event |
| Layout – Stage & Lights | MUST email stage@plu.edu to submit request | 4+ weeks out |
| Audio Support (ranging from a single microphone to a large-scale concert) | MUST contact media@plu.edu to submit request. Learn more HERE. | 4+ weeks out |
| Live Image Enhancement (cameras on the screen, only available in Olson Auditorium) | MUST contact media@plu.edu to submit request. Learn more HERE. | 4+ weeks out |
| Streaming Services | MUST Request streaming serviceswith I&TS | 4+ weeks out |
| Audio and Video recording | MUST contact media@plu.edu to submit request. You can have an audio or video recording made of your event by one of our student technicians. All recordings of University events are archived by Instructional Technologies. | 3+ weeks out |
| Photography – PLU MarCom | MUST submit a request to PLU MarCom | 1+ week out |
| Confirm venue set up and logistics | Recommend to reach out to Hospitality Services and I&TS to confirm/update your room set up requests | 2 weeks out |
| PLU Catering | Must contact catering@plu.edu or submit a Catering Order Form. More information about menus and guidelines. | 2+ weeks out |
| Catering – 100+ people | Must contact catering@plu.edu or submit a Catering Order Form. More information about menus and guidelines. | 4+ weeks out |
| Bake Sales | Must submit a Notification of Bake Sale form to PLU Catering and be approved by PLU Catering | 2+ weeks out |
| Self-Catered Event – approval | Must submit request and be approved by PLU Catering. Submit Request for Self-Catered Event form. More on Policy HERE. | 3+ weeks out |
| Potlucks | Must print out and display required potluck signage. NOTE: Potlucks at PLU must be private events with a guess list of 25 people or less. More on Policy HERE. | 1+ week out |
| Potlucks – sign up form | Recommend sharing a sign up form for people to indicate what they will contribute | 2+ weeks out |
| Food Trucks | Must request approval from Hospitality Services by emailing catering@plu.edu. More on Food Truck Policy HERE. | 30+ business days prior to the event. (7-6 weeks out) |
| Alcohol | Must complete the Application for Campus Event with Alcohol (ACEA) AND add “Alcohol Service” to EMS reservation. NOTE: Alcohol is only availible through 208 Garfield. More about Alcohol Service on Campus Process HERE. | 3+ weeks out |
| Cooking for Community | Must adhere to food safety guidelines and have a person with a food handlers permit on hand. NOTE: Cooking for community must be a private event for groups no more than 25 people and are only allowed in residence hall kitchens. | 3+ weeks out |
| Self-Catered Event – Submit Food handlers cards | Must submit Food handlers cards after you have received approval to self-cater your event. More on Policy HERE. | 1+ week out – submit |
| Invitation to Guest Speaker | Recommend reaching out as soon as possible to coordinate schedules. | 4+ weeks out |
| Honorarium to Guest Speaker/Performer | Must fill Payment Requests Form, attach contract or other payment info. Must attach IRS Form W-9 required for first-time U.S. citizen/entity payees (excluding student/faculty/staff) | 3+ Weeks out, prior to the date of payment |
| Performers (paid & unpaid) | Must engage the Contract review process | 4+ weeks out, initiate as soon as possible |
| Request Parking Pass | Must email parking@plu.edu to create a parking pass. Please share name of the guest, the PLU contact for us to reach out to if there is an issue while they are parked here, and the day(s) that they will need to have passes valid. | 3+ days in advance |
| Final communication | Recommend sending agenda, parking pass, on campus contact info, how to get to & park on campus | 1 week out |
| Write speaker bio | Recommended to create a thoughtful introduction of your guest including who they are and why you chose to invite them. | 1 week out |
| Thank you | Recommend following up with a personal email or card | 1 week post event |
| Political and controversial speakers | MUST contact Student Life at slif@plu.edu for review if you will be brining any political and/or controversial speakers to campus as part of your event. | 4+ weeks out |
| Gather supplies | Recommended to gather supplies early ensures that everything needed for an event is available and ready, avoiding last-minute stress and potential shortages. Early preparation allows for better organization and the ability to address any unforeseen issues in advance. Networking to get additional help brings in more resources, ideas, and support, making the event more successful and manageable. | 4+ weeks out |
| Printed Handouts – Copy Center | Must complete a Copy Center Request Form | 2 days |
| Raffles/Drawing/Games of Chance | Must review policies and contact Risk Services at risk@plu.edu to request an evaluation | 8+ weeks out |
| Event with physical activity or is inherently dangerous | Must review policies and contact Risk Services at risk@plu.edu to request an evaluation | 13+ weeks out |
| Inflatables, Rides, Games, & other attractions | Must review policies and contact Risk Services at risk@plu.edu to request an evaluation | 8+ weeks out |
| Movies | Must follow specific guidelines for distributing non-academic literature. Learn more about showing films at PLU HERE. | 4+ Weeks Out |
| Signed Waivers | MUST be given to department head (and held by 7 years) | 1 week post event |
| Minors at your event | MUST review PLU’s Minors on Campus Policy contact Risk Services at risk@plu.edu for consultation | 13+ weeks out |
| PLU provided Travel (Van, Bus and other public transportation) | Must have all participants complete a waiver for Off Campus Travel. If your event has activities in addition to travel that include physical activity or is inherently dangerous, please follow those waiver guidelines. | Day of event or before |
| Off Campus Travel – someone not traveling back with group | Must have individual read and fill out a departure waiver | Day of event or before |
| Off campus event – Emergency Information Template | Must complete the Emergency Information Template for overnight trip and leave with department head, Recommended to complete for day trip | Day of event or before |
| Van rental – Driver Authorization | Must have a driver who has completed their PLU Driver Authorization | 2+ Weeks out |
| Public Transit | Using Public Transportation is highly encourage and should be set up for an event as early as possible | 4+ weeks out |
| Van Rental – Reserving a van | Must reserve PLU vans through Facilities Management or Enterprise. Learn more about PLU Vehicle Rentals HERE. | 4+ weeks out |
| Purchasing supplies | Recommended to submit purchasing requests to point person. Recommend partnering with a staff/faculty member who has a PLU purchasing card. | 2+ Weeks Out or more depending on vendor |
| Cash needed in advance for purchasing | Must fill Expense Advance Authorization Form | 24hr prior to event by email to Business Office Cashier |
| Reimbursement – less than $75 | Must fill ASAP Cash Reimbursement Form, get signature from Financial Manager, attach receipt or invoice, and turn into Business Office | After purchase for event was made. Schedule a time to connect with financial manager for signature. |
| Reimbursement – Greater than $75 | Must fill ASAP Payment Requests Form | After purchase for event was made, can take up to 2 weeks to process. |
| Cashbox for events | Must fill Event Cash Advance Form AND reach out to Campus Life (engage@plu.edu) to reserve Cashbox. Must develop a plan for locking cash up for safety. | 4+ Weeks Out |
| SARF Funding | Must submit a SARF application for funding consideration (for students only). SARF applications are reviewed on a rolling basis during the academic year and it is encouraged to apply as early as possible. Learn more about funding criteria and complete SARF application for consideration HERE. | 5+ weeks out |
| Gift Account Set Up | Must contact Katie Curtis, Director of Fundraising Operations, at katie.curtis@plu.edu for next steps if this is your groups first time fundraising. | |
| Book Sales | If needed reach out to Lute Locker bkst@plu.edu | 1 month out |
| Bake Sale | Must submit a Notification of Bake Sale form to PLU Catering at least two weeks in advance of the sale. | 2+ weeks out |
| Taking credit/debit payment – Reserve Clovers | Must connect with Financial Services to check out Clover card readers (faculty & staff only) Must connect with Campus Life to check out Clover mini card readers (Clubs & Orgs) | 4+ weeks out |
| In Person Advertising | ||
| Poster distribution to IMPACT Boards | MUST drop off 30 prints that meet the campus poster distribution requirements + attach contact information form. Learn about IMPACT distribution HERE. | 2-3 weeks before ideal distribution date |
| Design request – IMPACT | MUST submit a Creative Request | 10+ days prior to the ideal distribution date (2 weeks out) |
| Quick copy request – IMPACT | Must fill Quick Copy Form | 10+ days prior to the ideal distribution date (2 weeks out) |
| The Commons Table Top Ads | Must fill Table Ad Request | 4+ weeks prior to ideal distribution date |
| AUC Cork Boards | Must get approval from Campus Life prior to hanging | 4+ weeks out |
| Residence Halls & The CAVE | Must ask for advertising approval by Community Directors | 3 weeks out |
| Digital Advertising | ||
| Campus Calendar – Localist | Must work with a Localist admin to add event to the campus calendar (Advisors, Administrative Staff, Campus Life). This will generate a website for your event that can be shared broadly. This should be created as soon as possible. You will need event details and an image. | 4+ weeks out |
| IMPACT Digital Display Ads | Must submit a digital display ad request form. Advertisement space is available on two monitors in the Anderson University Center and occasionally on three other monitors in the Hauge Administration Building, Olson Gymnasium and Auditorium, and Mortvedt Library. Customers can purchase daily or weekly ad space and either request or upload their own ads for display. | 1+ week out |
| Campus Newsletters | Provost Newsletter: Staff Council: THRIVE Newsletter: Campus Ministry email: cmin@plu.edu DJS Digest email: djs@plu.edu | |
| Mast Media Ads | Must contact the Mast at mast@plu.edu | |
| Social Media | Recommend a social media engagement strategy that builds interest and shares key details of your event | 4+ weeks out |
| In-Person Advertising | ||
| Chalking – approval | Must review policy for chalking on campus and seek approval from Campus Life. Chalk advertisements for events may appear no more than one week prior to the event. | 2+ weeks out |
| Tabling | Must reserve through EMS or events@plu.edu. | 2+ weeks out, prior to hopeful tabling date |
| Classroom Announcements | Must connect directly with the faculty member to ask if you are able to make an announcement in class or send it out via a class listserve | 1+ weeks out |