Program Planning 101

STEP 1: Prepare the Event Details

• Student leadership - SALP Page (progr - https://sites.google.com/pdx.edu/student-leader-resource-center/budgets-spending?authuser=0

• Pick a Topic or a theme

  • • Use a specific theme to plan and organize the event.

    • Include the theme or logo on publicity and programs and even decorations if you any.

    • Don't hesitate to be creative and think of unusual themes and ideas. It may turn out to be a huge success!

• Figure out the logistics of the event including the date, time, and location

  • • Review the main ASPSU and PSU calendars to avoid conflicts with other programs and choose a date, time, and whether location whether in person or virtually.

    • If your planning an event in-person review the In Person Event Planning module tab to learn more about the following:

      • • Space Request Form (Reserving spaces on campus)

        • Event Childcare

        • Box Office Tickets

        • Tabling in Smith Request

        • Conferences & Events Event Inquiry Form

        • Food Service

          • • • • Catertrax: Order Catering Online

                • Food Waiver Request Form

                • Beverage Service: Alcohol Request Form

        • Audio Visual Support: The Campus Audio Visual Event Team (CAVET) supports a multitude of meetings, conferences, and other events on Portland State University’s campus. CAVET provides the following services:

• Audio amplification and recording

• Projection equipment

• Lighting equipment

• Student and staff technicians

• Teleconferencing

• Event videography and live streaming

• Finalize the logistics of the event including quest speakers, task allocation, event description, etc.

• Prepare a working budget

  • • • • Estimate your expenses including travel, lodging, publicity, refreshments, postage, prizes, special requirements (sound & lighting), etc. Think about co‐sponsoring events with different groups including other student organizations and residence halls.

        • Make sure to review the spending request guidelines and timeline to be compliant with SALP policies.

Reference: EVENT PLANNING 101