MBA Event Planning
Event Planning Resources for MBA Student Orgs
On this page you'll find resources to help you plan your MBA Student Organizations' events. Including:
10 steps for planning your MBA club event
What are the 10 steps to plan an MBA Student Organization event?
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.
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.
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.
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
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.
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?
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.
Event Costs to consider: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.
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.
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.
Payment Options
For expenses that are less than $10,000:
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.
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.
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).
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.
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!
What are the steps to host a Career Day?
For more information, please review the MBA Career Days Page or contact MBA Career Center Team at mbacareercenter@georgetown.edu.
MBA Event Guide
Leading student organizations' initiatives and events can be one of the most exciting and impactful parts of your MBA journey, and the MBA Program Office is here to support you!
Official events planned by MBA Student Organizations must include stated programming, outside of general updates, that is beneficial to members and supports the mission of the organization.
Find more information to help you navigate planning events as an MBA student organization leader here:
List of Vendors
The MBA Program Office created a list of vendors for Catering (Drop-Off and Full Service), Audio & Video (AV), Transportation, Customized Swag, Photography, Balloons, DJs and more.
MBA Student Organizations are welcome to use other vendors who are not listed.
If you utilize other vendors, please inform your MBA Program Office Advisor.
Event Requirements & Policies
Each MBA Club must host at least two events per year (1 per semester)
Joint events with other clubs are encouraged
Happy hours and social gatherings don't count as an event
Co-hosting KEGS don't count as an event
MBA Program Office offers an additional $300 to help subsidize costs related to Community Service events that benefit an allowable 501(c)(3) - these funds are not eligible for donation or for fundraisers.
Event Time Restrictions
No events on Exam Days or Program Days.
No events during MBA class times:
M-Th from 8am-12:20pm | 2-4:50pm | 6:30-9:20pm
Events for all members should be held during inclusive times:
M-Th from 5-6:20pm
Fridays*
Weekends
*Any daytime events should be FT focused (eg. internship event).
Events that DO Qualify for the Requirement Minimum
Programming with the 2M's (aligns with Mission & meets Members Expectations).
Event programming beyond general updates/ info.
Minimum attendance = 5 people (4 club members + 1 board member).
Reviewed, approved, & posted on HoyaConnect.
Open, accessible, and advertised to all members (space does not have to be available for all members, but all members must have the same opportunity to RSVP for the event).
For Example: Career Days, guest speakers/panels, workshops, relevant cultural/career attractions or site visits, treks, etc.
Events that Do NOT Qualify for the Requirement Minimum
Events with no programming or purely social.
Tutoring, studying, and info or prep sessions.
Co-hosting Kegs.
Events that do not meet the attendance minimum.
For Example: Board meetings/dinner, "send off" events, happy hours, info sessions, Kegs.
Catering (Budget Limit)
Student Organizations must not spend more than $45 on food and drinks per person. If you plan to spend more than that, please get in touch with your MBA Program Office Advisors for approval.
Alcohol Policy
Alcohol Policy
ALL Events MUST adhere to the MBA Student Org Alcohol Policy.
Alcoholic Beverages:
Open bars are NOT permitted.
Only beer & wine may be served (no liquor) - unless special approval by MBAPO.
Requirements:
Official event in a designated space.
Water, non-alcoholic beverages, & food MUST be available.
No person under age 21 shall drink, possess, purchase or attempt to purchase.
Hosts should plan a max of one drink per person per hour at the event.
Identification:
Check for proof of age prior to serving alcoholic beverages (21+, no minors).
Attendees must wear a wristband or receive a stamp.
Controlled space:
Alcohol must be served in “controlled” spaces with closed doors (No hallways etc).
Alcohol at On-Campus Events:
Only certified TiPS trained students or licensed bartenders (via caterers) may serve alcohol.
Cohort Reps, Engagement Reps, and members of the SGA-FT Board are TiPS-certified. Contact your advisor if you have questions about TiPS certification.
Alcohol at Off-Campus Events:
Events with alcohol at individual homes of students/non-licensed venues are NOT permitted.
Only licensed bartenders may serve alcohol at insured venues.
For more information on purchasing alcohol with university funds and serving alcohol at MBA student led events, please review the Georgetown University MBA Program Alcohol Policy.
Can you pay for alcohol using GU money at an off campus event…
on the rooftop of my friend’s building? No
at my house or in my backyard? No
at a park? No
at a professional sporting event? Yes*
at a bar, restaurant, or other venue? Yes*
*Venue must have a valid liquor license and licensed bartenders.
Protection of Minors Policy
The Georgetown University Protection of Minors Policy
Georgetown University has established the Protection of Minors Policy to protect those under 18 years of age who participate in programs/activities associated with GU.
Minor = Anyone under the age of 18 years old
If minors are participating in one of your MBA student organization's events or activities,
DO:
Contact your MBA Program Office Advisor!
Your advisor will help you register your program, and participants will have to sign agreements.
DON'T:
Don’t spend significant time alone with one minor away from the group
Don’t use inappropriate language, tell risqué jokes
Don’t share information with minors about your private life
Don’t email, text, or engage with minors through social networking media
Co-Hosting KEGS with SGA
What is the process to co-host an event with KEGS?
INTEREST
If your club is interested in co-hosting KEGS, please contact the SGA VP of Social to ask if there are dates available to co-host
SGA VP of Social: FT Gursimran Singh (gs1097@georgetown.edu) and FX Kayleen Lofgren (kl377@georgetown.edu)The co-hosting club must have their date approved by the VP of Social. KEGS will typically be in Connelly, Fisher, or on the Observatory Lawn. If a co-hosting club has a preference, please coordinate with the VP of Social.
BUDGET
SGA typically covers about $550 for clubs that are co-hosting KEGS to purchase food, but co-hosting clubs are encouraged to contribute more from their club’s budget to increase the impact of the event. Clubs should confirm the budget SGA allocated for co-hosting with the VP of Social.
FOOD
The co-hosting club must work with the VP of Social to confirm food ordering and delivery. Co-hosting clubs must send the VP of Social their proposed food order at least 15 days before their event. All orders should be placed no later than two days before the event. Plan to have enough food for around 200 people. Please ensure a vegetarian option and include napkins, plates, and cutlery. We suggest coordinating delivery for the day of KEGS 30 minutes before it starts.
ALCOHOL
The alcohol order for KEGS will be taken care of by the VP of Social, but any preferences for beer, wine, or alcoholic seltzers can be discussed.
HOYACONNECT
The SGA VP of Social will submit payment request(s) themself via the SGA group in HoyaConnect for both alcohol and all food (including food the club is paying for - money will be moved from your club account to the SGA KEGS budget after the fact).
In the rare case that your club wants to purchase a very specific food item (specific cultural food, food from a vendor your club has a preexisting relationship with, etc.), your club should submit a payment request via your club's budget in HoyaConnect and be fully responsible for purchasing of food, delivery of food, and reconciliation of payment in HoyaConnect. The following document explains the spend request process: ProCard Request Process for KEGS. Make sure to request a tax exemption for any purchases (Sales Tax Exemption Certificates). If signing a receipt for food delivery, the maximum allowance for a tip is 10%.
ACTIVITIES
Co-hosting clubs are encouraged to plan activities for the event. Please coordinate with the VP of Social if there is any programming your club would like to plan.
DAY-OF LOGISTICS:
KEGS typically takes place from 5:00 to 7:00 p.m. Setup starts at 4:30 and cleanup at 7:00.
Co-hosting clubs are responsible for helping with setup and takedown, maintaining the food area, serving food as needed, and helping pick up any trash.
Co-hosting clubs must send a list to the VP of Social of at least 4 volunteers to help during the event.
Only SGA Board members will serve alcohol (servers must be TiPS certified).
Refer to the following document with more information about volunteer roles and KEGS operations: KEGS Rundown
Click here to review Co-host KEGS info guide
What are the dates after for co-hosting KEGS for Spring 2024?
Calendar subject to change. Please reach out to SGA VP of Social for most up to date information
Faculty Directory
If you want to learn more about MSB Faculty, please check MSB Faculty List (Directory)
Interested in inviting faculty to your event or asking something?
Email listserv: MSB-FullTimeFaculty@georgetown.edu
Ask for anything open to faculty and staff to run in the Hariri Hub (MSB Newsletter) contact Rachel Ellis
DEI Event Planning Checklist
This Event Planning Checklist with DEI Considerations was created to make sure all student organizations host inclusive events. Click here to learn more about it.
When planning an event, please keep in mind the inclusion of disabled participants and speakers in all aspects of planning, from choosing a physical space or venue and promoting the event to when participants exit the event. Though visitors and other members of the University community are encouraged to request accommodations in advance of any event, anticipate that disabled participants will attend your event regardless of whether they request accommodations beforehand.
Additional resources - GU accessible events guides:
Frequently Asked Questions (FAQ)
How do I propose an event idea to the student organization?
To propose an event, ensure it aligns with the mission of the organization and the event requirements. Submit your event proposal through HoyaConnect, outlining the event's purpose, schedule, and any collaboration plans with other organizations.
I paid an expense out of pocket for a student event. How do I request for reimbursement?
Before paying any expense, you should ensure that you get the formal approval via payment request on HoyaConnect. Check the MBA Finance Page to learn more about the reimbursement process