Event Planning Guide

Planning an event at Dickinson State University involves multiple steps, approvals, and logistical considerations. While the Office of University Relations is not an event planning office, we understand that navigating event planning details can be challenging. That’s why we’ve put together this guide to help you stay on track.

Think of planning your event like organizing a wedding: If you hire a DJ, they won’t be responsible for selecting your caterer or sending out invitations. Each element of the event has its own process and responsibilities. The same applies when coordinating a university event; different departments and resources are involved in different aspects.

This checklist is designed to assist with planning on-campus events hosted by Dickinson State University. While it covers many essential logistics, additional considerations may be necessary for off-campus events, DSU-sponsored events, or large-scale initiatives. External organizations or individuals looking to host an event on campus should first contact Facility Operations to inquire about room availability and reservation procedures. This is not an exhaustive list but rather a guide to help ensure a smooth event planning process, reducing last-minute challenges and ensuring necessary arrangements are in place.

Event Planning Checklist

Step #1 - Assign a Point of Contact

  • Designate one or more individuals responsible for logistics, approvals, communication, and coordination.
  • Clearly define who will oversee each task (e.g., budget, marketing, reservations).

Step #2 - Establish a Timeline

Set deadlines for:

  • Event promotion (allow enough time to advertise effectively).
  • Venue setup and teardown (ensure proper time for decorations, technology setup, and cleanup).
  • Material preparation and distribution (flyers, tickets, signage).
  • Post-event follow-ups (cleaning, thank-you emails).

Step #3 - Secure Approvals and Budget

  • Get supervisor approval for hosting the event and using any allocated funds.
  • Determine the budget and confirm funding sources (department, club, sponsorships).
  • Identify any potential costs (food, equipment rentals, decorations, print materials).
  • Consider the date options for your event and potential venues. You may wish to reference the DSU Events calendar or other community calendar when choosing your event date to avoid potential conflicts and maximize event attendance.

Step #4 - Reserve and Coordinate Event Logistics

Venue and Room Setup

  • Consider seating arrangements, tables, microphones, speakers, projectors, live-streaming setups, and special room setups.
  • Reserve space via Facility Operations by submitting an Event Request Form. Submitting this form will initiate the process of booking the room. You may wish to contact Facility Operations directly first to inquire about room availability before completing the form. Please be aware that completing the form does NOT guarantee the space. Until you receive confirmation from Facility Operations please do not assume the room is available. 
    • Some spaces require additional approvals from venue coordinators such as the Biesiot Activities Center, Stickney Auditorium, the Student Center Ballroom, and The Blue Hawk Hub. This may require additional time to get the necessary approvals in place.
  • You can indicate if you want your event added to the DSU Events Calendar. Note that typically, only DSU hosted or sponsored events are added to the calendar.

Food and Catering

  • Contact Sodexo first for all on-campus food and beverage needs. Determine serving methods (buffet, boxed meals, drinks).

Campus Safety

  • Contact Campus Safety to request security measures if needed (crowd control, building access, emergency planning). You can also contact them to make necessary parking arrangements by securing necessary guest permits or inform attendees of designated parking areas.

Staffing, Volunteers and Office Involvement

  • Ensure you plan for staffing of your event with employees, students or volunteers. Ensure you follow proper protocol if using volunteers. You can contact Human Resources for any questions regarding staffing and volunteers.
  • Certain events may benefit by having other offices involved. For instance, events with potential DSU recruits may benefit by having the Office of Admissions having a presence at the event. There could be other events that benefit form coordinating with Campus Life or academic schools for their events as well.

Branded Event Materials

Step #5 - Plan Event Promotion and Materials

Marketing and Promotional Materials

Social Media and Advertising

  • You can contact the Communications and Social Media Specialist with promotions requests. This may include social media posts, articles, press releases, etc. 
    • We’re putting in the work to make sure our content actually connects with the audiences we’re trying to reach… because let’s be honest, what works on Instagram might flop on LinkedIn, and a great press release doesn’t always make the best TikTok. So, if you don’t see your story on a particular platform, don’t worry, it’s not personal! We’re just being strategic about where things land to make the biggest impact. Not everything will go everywhere, but we promise we’re trying to find the best home for it.

Event Ticketing and Registration

  • If needed, set up ticket sales, RSVPs, or registration forms. Plan how attendees will check in and track participation.
  • If you need a cash advance for live ticket sales, reach out to Business Affairs to inquire about your options.

Photography and Videography

  • Arrange for an event photographer (if applicable). You can contact the Communications and Social Media Specialist with photography requests. Note that photography is not guaranteed and may be based on availability. Recommendations may be given for personal photography submissions if coverage cannot be provided.

Step #6 - Confirm Event Technology and Network Access

Step #7 - Follow Up and Confirm Details

Do not assume tasks are completed just because a request was submitted. Emails can be lost and forms can glitch. Follow up on the items included in this checklist, including but not limited to.

  • Room reservations and setup confirmations.
  • Catering orders.
  • Door access and parking arrangements.
  • Print and promotional material completion.
  • Technology and A/V setup.
  • Event Calendar Submission

Step #8 - Post-Event Wrap-Up

  • Cleanup: Ensure all materials are removed from the venue and all borrowed equipment is returned.
  • Thank-You Notes: Send appreciation emails to speakers, volunteers, and vendors.
  • Review and Evaluate: Document lessons learned and suggestions for future improvements.
  • Send any photos or recap information to the Communications and Social Media Specialist. Some content may be useful for follow-up posts and promotions. Please note that not all materials will be used.