Basic Event Planning

Checklist

A. Preliminary Planning*

* Remember that advising and other support for developing an event idea (including the Resource Library) is available through Student Activities, CAC, or the Information Center.
  1. Set the goals for your event.
  2. Determine the responsibilities of each co-sponsor(s) and/or each individual(s).
  3. Identify your target audience (MIT/Non-MIT, Students/Faculty/Staff, etc.)
  4. Determine potential entertainment/speakers/facilitators (remember: DO NOT SIGN A CONTRACT YOURSELF!).
  5. Consider potential dates, times, and locations.
  6. Develop a timeline for the various components of the planning process.
  7. Determine financial resources.
  8. Begin to develop an advertising and promotional plan.
  9. Determine if there are any safety hazards that are unusual.

B. Before scheduling a room, determine the following information:

  1. Event type.
  2. Estimate attendance and identify audience (MIT/ Non-MIT).
  3. Date and time of event.
  4. Will you charge admission?
  5. Serving alcohol? Contact Student Activities Office or the Information Center for more information.
  6. Determine equipment needs:
    • A/V Equipment
    • Podiums
    • Chairs and Tables
    • Lighting
    • Staging and Risers
    • Chalkboards
    • Trash/Recycling
    • ETC.
  7. Reserve extra times needed for rehearsals, setup, hanging lights, etc.
  8. Reserve extra room(s) needed for support of event (i.e. coat room, registration, dressing room, prep room, etc.)
  9. If all or part of your event is outdoors, consider your need for a rain location, a rain date, and/or a rain plan.

C. Reserve facility(ies) and/or promotional spaces:

  1. Contact the appropriate scheduling office
    • Classrooms:Academic Services’ Schedules Office
    • Multipurpose and Promotional: Campus Activities Complex
    • Athletic: Athletic Department
    • Other Spaces: See the chapter on “Other Facilities”
  2. Check availability of space.
  3. Complete space application forms.
  4. Upon receipt of confirmation, proceed to next step.
* Remember that reserving space does not mean the event is approved. Do not advertise or sell tickets until you have registered your event. Back
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D. Register your event if it meets one or more of the following criteria:

  1. ALL events, whether on or off campus, where alcohol will be served.
  2. ALL on-campus events where money will be collected during the course of the event.
  3. For on-campus events in facilities other than residence halls, all non-academic/non-educational events where the attendence will exceed 100 people.
  4. For events in residence halls, any event open to non-residents where the attendance will exceed 100 people OR any event closed to non-residents where the attendance will exceed 250 people.
  5. ALL events where more than 20% of the audience is (or participants are) expected to be non-MIT community members, including conferences.
  6. All events that involve working with a non-MIT organization (as co-sponsor or guests).
  7. All events that involve working with minors.
  8. All events when required by appropriate campus department or under special circumstances.

E. If your event needs to be registered, the Event Host should obtain an Event Registration Form and follow these steps to register event:

  1. Have the space for the event confirmed by the office responsible for scheduling that space (for residence halls, the House Manager must confirm spaces).
  2. Complete the Event Details section of the form, describing the general information for the event, including date, time, title, and other important details.
  3. If you plan to serve alcohol at the event, you must obtain approval to do so (for student groups, this requires the completition of an Alcohol Proposal Form).
  4. Have your event reviewed and approved by the appropriate registration office, Information Center, or Student Activities Office.
  5. Have Police at MIT review the event and assign security requirements, if necessary.
  6. Obtain liquor, entertainment, and/or other licenses, if required.
  7. Return completed forms and copies of licenses to appropriate registration and scheduling offices.

F. Arrange for event support services, discuss the set up and logistical needs for your event, and determine cleanup requirements at least two weeks in advance, contact:

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G. Proceed with advertising and ticket sales.

* Note: Most events by and for the MIT community can be posted for free on the MIT Events Calendar.

H. Prepare for the day/night of the event.

  1. Organize, coordinate, and train volunteers.
  2. Remember to ARRIVE EARLY!
  3. Review accessibility and safety concerns and considerations, particularly related to decorations, room capacity, and room setup.
  4. Consider how cash will be transported and deposited appropriately.