Resources | Event Planning

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
  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:
  3. Educational Events


Contact VP of Community Engagement ( with any questions