8-weeks prior
Set a date
For all events, contact the Events Office at van.scheduler@wsu.edu or 360-546-9588. And if it’s a recruitment event, contact EJason Yi, Assistant Director of Admissions, Jason.yi@wsu.edu. 360-546-9219
Schedule a space
Request space in 25Live Pro.
Establish a budget
Costs to consider—
- ADA interpreters
- Advertising
- Catering, linens and tables
- Decorations and draping
- Event package and ala carte items (additional equipment and service support)
- Parking
- Printing and mailing
- Speaker fees
- Other (awards, presentation materials, travel, etc.)
Establish a promotion plan
Ways to get the word out—
- Advertising—requires budget
- Campus A-frames (OSI)
- Campus bulletin boards
- Electronic reader boards
- Email invitations
- Events calendar
- Flyers and posters—requires budget
- Press release
- Printed invitations—requires budget
- Social media
Contact Marketing and Communications to learn about services offered
Develop event copy to share with Marketing and Communications. Include who, what, where, when and why. Be specific—use building name and room number. Include RSVP information, photos (speaker, book cover), parking information, start and end times, and coordinator contact number and email address.
Determine your guest list
Current students, prospective students, alumni, businesses, high school contacts, community college contacts, community members…
7-weeks prior
Purchase parking passes
In most cases, attendees or the sponsoring department pay for parking. To make a parking waiver request, contact the Vice Chancellor for Finance and Operations prior to completing the Parking Request form.
Submit audiovisual request form
Email van.evita@wsu.edu to submit an AV request.
Catering
If the event is state-funded, complete a Request to Serve Food form (PDF) (requires Network ID and password). Off-site caterers must have a copy of their Clark County health permit filed with the Events Office one week prior to the event.
6-weeks prior
Develop event flow, presentations, introductions, etc.
Be inclusive of different learning needs and styles (visual, audio, hands-on, handouts, group discussion, interactive, etc.).
Plan space setup and decorations
Consult with the Event Coordinator on setup options and space needs.
5-weeks prior
- Send invitations by mail.
- Continue to work with Student Affairs and Enrollment for recruitment events, or Marketing and Communications for non-student club and public events.
4-weeks prior
Send email invitations
Do not use Outlook! You could be labelled a spammer and get WSU Vancouver blacklisted from email providers. To email information appropriately, work with Student Affairs and Enrollment for recruitment events, or Marketing and Communications for non-student club and public events.
3-weeks prior
- Resend email invitations.
- Approve press release copy (public events).
2-weeks prior
- Resend email invitations
- Finalize presentation, program and room layout
- Confirm room layout with Event Coordinator
- Create event materials—sign-in sheets, parking and directional signs, evaluation forms, etc.
1-week prior
Confirm all of your plans
Double check room reservation, catering, parking, AV support; check in with speaker.
Day of event—just do it!
After-event planning
Post-event analysis
Meet with the event committee to determine what went well and what needs improvement.