How to Plan an Event

Five Easy Steps to Event Planning

Step #1 — Event basics: ON YOUR MARK!

What type of event will this be? A cultural performance? A concert? A meeting? Use our handy Event Planning Checklist to help you plan your event!

  • Select your date! Use the University Academic Calendar, the Events Calendar and even B-Engaged to select the best date for your event!
    • TIP: Pick a weekday (Sunday–Thursday). It may be easier to get a space on campus!
  • Book your space quickly because space fills up fast once the semester starts! Think about the expected number of people you envision attending, and book your space accordingly. The Bthere Room Scheduling System has the capability to help you book a room in most places on campus, as well as book a space for tabling in the Union.
  • Reservations may only be made by SA-chartered organizations, University-recognized groups or faculty/staff. Each student organization can select only one person to be its contact. For spaces in the Anderson Center or athletic spaces, you will need to contact the facility manager.
    • Don't forget a rain site if needed!
  • Upon choosing your space, think about what the physical event set-up should be, i.e. how many tables, chairs, where stage can go, etc.
    • If it is an event in The Union, contact the office at 607-777-3300.
    • For help with a work order for outdoor events, visit Campus Activities in UUW-205.
    • All Residential Life events should be coordinated through the appropriate AD of the Res Life Community you are hosting your event in.
  • Use the Event Planning Checklist to assist your group in planning a successful event. Remember, we may not have all of the specifics that your event requires on this sheet, so brainstorm prior to starting your event planning to make sure everything gets covered!

Planning a large-scale, campus-wide event? Take a look at the Procedures for Scheduling Large Scale Events.

Other Helpful Links for Step #1:

Will you need special parking? Contact Parking Services at 607-777-2279.

Will you need inflatables or games? Taylor Rental on Front Street is just one of many local providers!

Step #2 — Arrange and finalize your needs: GET READY!

If part of a recognized SA group, check with the Student Association Financial VP in the SA Office for policies and tips.

Other possible funding resources:

Will you need lighting, speakers, a stage?

  • Start with Binghamton, Stage, Sound and Lights (BSSL).
  • Basic AV Equipment can be obtained from AV Services through the Educational Communications Center. The Educational Communications Center provides AV services to students, faculty and staff. Some of the equipment available includes data projectors, microphones, laptops, computers, camcorders, digital still cameras, and more. Contact their office for any AV needs you have for your event. 

Will you need food? Drinks? Catering?

Will you need event security?

  • For events in the University Union, contact the University Union Office at 607-777-3300.
  • For events outside, in the West Gym, Events Center, etc., you may need to hire Campus Activities Event Security Staff. Will you need University Police at your event? Contact Campus Activities to answer these questions! UUW205 or 607-777-2811

Other Helpful Links for Step #2:

  • Will you be tracking attendence for your event?
  • Will you need to sell tickets at your event?
    • SA groups who wish to sell event tickets can do so through SA Ink or BingTickets. Learn more at the SA Ink web page. Any questions related to printing or ticket sales can be directed to Matt Johnson, assistant director for the Student Association, at assistantdirector@binghamtonsa.org.

Step #3 — Advertise: GET SET!

Who is your target audience? How can you reach them?

  • Social Media Guidelines
  • Posting Policies
  • Advertising on Campus
  • B-Line is daily email sent to all undergraduate and graduate students, and the official source for university news to all students. You may submit a request to include your event by clicking the "Submit an Event" link on the right-hand side of page linked above.
  • Electronic Signs (entrances to campus). To submit a request for your event to be advertised on the electronic message boards on the Glenn G. Bartle Drive and the Bunn Hill Road entrances, please email your event information to: signs@binghamton.edu.
  • University Logo usage and copyright

Step #4 — Day of: GO!

  • Make sure you have all your supplies ready. What is your plan if you run out of something?
  • Are you collecting money? Make sure to have a plan for taking cash and selling tickets. Who will be responsible for this?
  • Refer back to your Event Planning Worksheets to make sure you've done everything, that things are delegated, and that you have all supplies needed.
  • Be at the event location at least an hour before your event to begin setting up.

What to do in an emergency? Call:

  • Harpur's Ferry (Student Ambulance Service)
  • University Police 911 for an emergency or 607-777-2393 for a non-emergency

Step #5 — Wrap-up and evaluation: WAY TO FINISH!