Event Planning Timeline

2 months before the event
  • Get a room reserved
  • PSU-Email Daniel Lukas at
  • Academic space-Email Lori Pearce at
  • Foster Rec Center- Fill out the form at and contact Campus Recreation at
  • Make sure you ask for tech, but those will come at an extra charge
  • Publicity
  • Contact PSU Graphic design to get publicity started.
  • Fill out the PSU Graphic Design Request form
  • Get the form at and email it to
  • Reminder: $50 of free printing through the Office of Student Engagement.

1 month before the event
  • Publicity
  • Get the Publicity out!
  • Want it in the Residence Halls? Go to Hammons 101 and print off the appropriate amount for each hall in each Residence Hall.
  • Want it in the PSU? Go to the info desk and drop off your publicity
  • Want it in the academic halls? Look at page to see where all the open bulletin boards are!
  • Catering/Food
  • Use any of the PSU Vendors and Missouri State Catering to enhance your event. Those catering forms can be found at
  • Do you want to have food off campus, fill out a food waiver form found at
  • Buy all the items that you need for your event

3-2 Weeks Before the Event
  • Performers or Talent? Make sure they have rides and/or a place to stay while they are here for their event
  • Set up a marketing plan
  • Start using Social Media to promote your events. Use Facebook Events, promote your Tweets, and try to tell a story while marketing your event.
  • Double check your reservations, equipment, catering, items, etc.

Week of the event
  • Start delegating roles to know who is doing what
  • Start to organize your materials
  • Set up an itinerary and notify people that are helping you.
  • Start to kill it with Social Media. Tweet once a day, send notifications on your Facebook event, etc.
  • Triple check everything!

Day of your event
  • Email your volunteers remind them of the event. Do this the night before so they see it that morning.
  • Go speak with your advisor or president to make sure everything is going as planned.
  • Arrive early to set up
  • Make it welcoming and inviting.
  • Don’t freak out if things don’t go as planned.
  • Remember to have fun!

After the event
  • Take down publicity
  • Send thank you notes to all that helped you
  • Evaluate your event (evaluation template is on page)

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