MBA Event Planning

1. Plan your event (At least 15 days in advance!)
   
   The best practices lead time for successful event planning:

• • Big Events (100+ attendees): Book 4-6 months prior, plan logistics 1-3 months ahead.

  • Small Events: Book 1-2 months prior, plan logistics 2-4 weeks ahead.
    
    

Define your 5Ws and 2 Hs (Why, What Where, Who, When, How much and How?)
Why? Events should be beneficial to members & support the MBA Student Org mission.

• • What? Define what your event is about and the agenda. Reach out to your MBA advisor, if needed.

  • When? Review the MBA Calendars Page before selecting a date/time. No events on Exam or Program Days. Be inclusive with flex students!

  • Where? Check the availability of on-campus and off-campus spaces. Learn more on the Reserving Spaces page.

  • Who? Define who'll be invited to the event (just members? open to all community? FT, FX and FXO? will you invite guest speakers?

  • How? How will execute the event? How you'll advertise your events. Events should be open, accessible, & advertised to all members.

    1. • Don’t forget to review all the policies listed on the Admin Page, including the alcohol policy.  

  • How much? Identify the costs associated with the event and ensure the availability of an adequate budget.

    1. • Evaluate potential sources of revenue (donation or sponsorship, ticket sales). 

(Click here to view the MBA Event Guide to help you plan your event)
MBA Student Leaders are responsible for following Georgetown and MSB Guidelines, including GU’s alcohol policies & Protection of Minors policy.
McDonough Events Information Resource Page that includes helpful information/resources related to events/event spaces, including updated guest arrival instructions.

2. Select the final date and time & reserve spaces. 

   • Review the MBA Calendars Page before you schedule the date. Consider Academics, Co-Curricular & Career Calendars. 

   • Events cannot conflict with academic class block times (including Exam and Program Days). 

   • MBA Student Organizations can reserve on-campus or off-campus spaces - review the Reserving Spaces Page for info & instructions.

   • Planning to use Significant Spaces (Lohrfink, Fisher or more than 3 classrooms?) - Reach out to the MBA Program Office at least 30 days in advance.

   • For Career Days, reach out to MBA Career Center Team at mbacareercenter@georgetown.edu
     
     

3. Submit an Event Request on HoyaConnect.

   • All official MBA club event requests must be reviewed and approved by the MBA Program Office on HoyaConnect.

   • The anticipated initial review time is 3 business days. Do not message the team to request to expedite approvals.

   • You are encouraged to submit an event request as soon as possible, but no later than 5 business days before the intended event date.
     
     

4. Advertise your event

   • After the event is approved on HoyaConnect, you can advertise your event. 

The options are listed on the Admin Page > How to advertise your MBA Student Org Events and Initiatives? and How do you post content on MSB screens?

5. Define final expenses & vendors.
   This means you need to choose your vendors (Click here to view a list of suggested vendors), request quotes/invoices, and inform your of Georgetown University's sales tax-exempt status (Click here for documentation to have sales tax removed). Ensure there is a confirmed budget.
   Remember that students are not allowed to sign contracts or agreements. Email the MBA Program Office.
   
   Event Costs to consider:

   • Catering (Check the list for potential vendors) 

   • Venue (Rental Fees)

   • Equipment/Furniture Rental (Table, Chairs, Table cloths, Trash bins) - will you request from GEMS? GEMS Pricing list here

   • Tech Support (Request via the MSB Tech Center for AV Support in Events page)

   • Gifts & Swag for speakers / guests

   • Event Operations: On Campus Parking, Nametags, Printing, Signage for the building, decorations, bottled water for speakers, and other miscellaneous expenses.
      

6. Define Revenue source (if applicable).

   • Will your event have a revenue source? Such as:

     • Tickets: you can sell tickets via HoyaConnect. Student Leaders can only access funds once ticket sales are confirmed.

     • Sponsorship or donation: Review the Sponsorship & Donation Page and inform your MBA Club Advisor.  

     • Request Additional Funding (limited): If your event is impactful for the community and it is not just a happy hour, reach out to your MBA Program Office Club Advisor to request additional funding. The MBA Program Office is offering $300 for community service events.
       
       

7. Submit a Payment Request on HoyaConnect to request to spend club funds

   • Review the Finance Page to learn how to pay for expenses and follow the guidelines as described.

   • Once you have the final quote WITHOUT sales tax, submit a Payment Request via HoyaConnect.
     The approval timeline for Payment Requests is up to 15 calendar days. We kindly ask all student leaders to plan accordingly and not contact the MBA Program Office team for expedited approvals.

Payment Options

For expenses that are less than $10,000:

7. • • A. ProCard - GU credit card.

       • • Request at least 15 days in advance of use. 

         • Attend a ProCard training & Sign the ProCard Agreement to be an authorized ProCard user for your organization.
           Once Payment request is approved, students may pick up the Procard at the MBA Program Office front desk.

     • B. Wire/bank transfer - e-payment via MSB Finance Team.

       • • Submit for payment at least 30 days in advance.

     • C. Reimbursement - only when necessary/in case of emergency!

       • • Submit reimbursement requests no later than 60 days from the date of purchase.

         • Reimbursement payments may take up to 30 days to process.

For payments of more than $10,000, contact your MBA Program Office Advisor.

8. Complete the Post-Payment Reconciliation on HoyaConnect

   • Within 3 days of the transaction date, complete the post-payment reconciliation for each transaction on HoyaConnect.

   • Within 3 business days of the final transaction, return the ProCard to Hariri Suite 390 (if applicable).
     
     

9. Tasks to complete BEFORE the event:

• Tech Support: Review guidelines provided on the Reserving Spaces page and request Tech Support, if needed. Ensure audio and tech are working properly.

• Printing: Review guidelines provided on the Printing Page. Don't leave it to the last minute!

• Attendance: Track attendance: Download the qr code from Hoyaconnect, and have it accessible for the audience to scan (screen or printed copy).

• Signage: Will you need signage around the building? Ensure visuals and materials are accessible to manage the flow of attendees. The MBA Program Office has several sign boards and trifold stands. If needed, please email to request at least 15 days in advance.

• Advertise: For the MBA Community, you can request SGA VP of Marketing to add SGA Bulletin. For all Georgetown University, you can request event email broadcast (if desired)

• Parking: One Southwest Garage Daily visitor parking pass is $25. 

  • If you need event parking for guests on campus, contact the MBA Program Office at least 15 days in advance. 

  • There are also Directions to Hariri/Parking Instructions that can be sent to guests.

• Water: Guests and speakers may not have their own water bottle or cup with them, or know where the Hariri water refill stations are.

10. Tasks to complete DURING and AFTER The event

• Setup: MBA Student Leaders are responsible for all set up of the event.

• Attendance: Track attendance inside HoyaConnect (you can track using QR Code)

• Clean up! Student Organizations are responsible for all clean-up and have the space set up the same way they found it.

  • Take out the trash - the dumpster is located on the 2nd floor at the back of Hariri Building. 

  • Return all furniture to its original position.

  • Note: Organizations may be fined for rooms that are left dirty and/or disorganized!