Event Planning 101

Things to consider when planning an event:

• Event space + date
• Number of people
• Food and alcohol availabilities
• Event theme
• Advertising
• Funding

Event Space + Date

On campus space requests should be booked in advance

• Grad commons: ~ 1 month
• Grand Hall: 6 months - 1 year

Event date and space request go hand-in-hand

• If the event date is flexible, sometimes having the best space is more important
• Keep the space capacity and expected number of people in mind

ALWAYS have a backup rain plan location booked

Food + Drink

Some estimations and examples of what food to order depending on your budget:

• Pizza for 450 people: $2000 -> $4.45 per person
• Tacos for 60 people: $390 -> $6.50 per person
• Grilling for 550 people: $720 -> $1.31 per person

Prepare some vegetarian and vegan options:

• Vegetarian options that is not salad
• In addition to vegetarian options, having a chicken option for people who do not eat beef or pork would be nice

Always have plenty of water and soda

If you plan on serving alcohol on on-campus events:

• Must submit an SJP form for GPS to approve at least 2 weeks in advance
• Alcohol must be ordered from Valhalla
• Must have a certified SJP host
• All servers must be TABC certified
• RUPD must be present at all events serving alcohol on campus

Event Theme

Types of events and some considerations to take into account:

1. Social Events
   • Pick a space with adequate capacity
   • Ensure there is enough food, water, soda, and alcohol (if applicable)
   • Ensure people stay safe:
     • RUPD presence 
   • Reserve all necessary equipment (sound system, etc.)
   • Contact FE&P to add extra trash and recycling cans
   • Resources:
     • GSA VP of Community Engagement
     • Student Center - Nicole Malveaux
     • Your department
2. Professional Development Events
   • Timeline:
     • Start planning at least 2-3 months ahead
     • Invitations to speakers should be sent well ahead of the time. Do not rush them to get back to you
     • Always have a second list of people who could be invited
   • Collaborations:
     • DOERR, OISS, CCD, ARA, RBPC, Lilie
   • Dress code
   • Appreciation/Thank you note
   • Resources:
     • GSA VP of Community Engagement
     • ARA, CCD, GPS, Sallyportal
     • Student Center - Kate Abad
     • Your department
3. Educational Events

Contact VP of Community Engagement (gsaengagement@rice.edu) with any questions