Use the Checklist Below to Plan Your Program, Event, or Activity
If you are planning an event, you are urged to communicate your ideas with the Student Life staff as soon as possible to begin the coordination process. Please note that hosting events and activities through Student Life is reserved exclusively for individuals with a direct connection to the college—such as students, staff, and faculty—who are acting as part of an official group, such as a registered student club or organization.
Consequently, campus spaces cannot be reserved through Student Life for private or personal parties. If you are an individual student looking to plan and host a campus event but do not currently have a group association, you are highly encouraged to attend meetings of the Knight Life Student Advisory Board to collaborate and connect with active campus groups.
Essential Event Planning Checklist
This checklist may help in planning your program, event, or activity. If used properly and in cooperation with advice from the Student Life, Organization members can develop skills necessary for successful programming. Planners are urged to print this checklist and use it for each program planned.
While working through this checklist, keep asking yourself these questions:
- Is there enough time to plan this event?
- Will set-up requests and contract deadlines be met?
- Does the committee have the necessary time to do this job?
3-4 Weeks Before Your Event:
- Determine the audience/purpose of your event. Estimate the number of attendees.
- Make a list of preliminary costs/estimated budget and present this to your budget manager for approval.
- Pick a location/time that works for your audience.
- Reserve your space on 25Live; submit requests for setup/AV needs (tables/chairs, projector, audio).
- Order supplies & contact vendors for food, attractions, activities, decor, etc. Think big (tablecloths, craft supplies, catering/drinks) and small (cutlery/napkins/plates, pens, etc.).
- Organize volunteers (if needed); collaborate with Facilities, Finance/Procurement, etc. for work orders and payment.
2-3 Weeks Before Your Event:
- Market your event! (Social media, flyers, NECC communications, etc.)
- Review event setup and work orders, submit changes as needed. Make a layout/decor plan for all planned activities/attractions.
The Week of Your Event:
- Communicate with volunteers about timing, roles, and responsibilities.
- Confirm details with any speakers/vendors/community collaborators, as applicable.
- Make another marketing push! (Social media “stories” are especially helpful here!)
- Plan your day-of timing. (Allow time for set-up, break-down, and mini-emergencies.)
The Day of Your Event:
- Arrive early to set up! Be available for questions, last-minute changes, & problem-solving.
- Engage with students! Enjoy the event and connect individuals to one another.
After Your Event:
- Clean up, return all supplies, and submit all final invoices for payment.
- Upload photos and/or share event highlights with NECC MarCom, Student Life, or your social media.
- Assessment and reflection: attendance vs. cost, strengths, areas of improvement, etc.
- Send thank-you notes to volunteers and celebrate a job well done!