Before Planning your Event

Everyone needs a little assistance sometimes when it comes to planning an event! Event Planning and Scheduling Services has several event specialists who have created resources to help guide you through creating a well thought out and successful event. Please see the step by step event planning document along with several other resources below.

Event Planning Guide

It is important to start your planning process 10 to 12 weeks in advance in order to have your event be a success. Getting a head-start in planning gives you enough time to work with any university services and outside vendors you may need. A list of common vendors can be found at the bottom of the page.

When Planning Your Event

1. Understand Your Goals

Good event planning begins with knowing what you are trying to accomplish. Clearly define your goal as it will be invaluable as you move through the planning process. What kind of experience do you want for your guests? What environment/ambiance is needed? Having a clearly defined goal can also help you avoid unintended growth and expansion of the event.

2. Consider Your Target

  • Create an invitation list based on your identification of the audience and review the list with designated host/stakeholders and/or supervisor to ensure no one is excluded or unnecessarily included.

  • Set deadlines for notifications and RSVP date. (We recommend invitations be mailed 6 - 8 weeks before the event.)

  • Design invitation including the who, what, where, when and how. (Remember parking information and directions). Include RSVP contact information and deadline. Need Invitations? Contact Design Works on the second floor of the Union in suite 226. If you have invitations already designed they can also print them for you. 

  • Set up a system for registration or an online page. Eventbrite and Evite are common free options to help with registration for events.

  • It is also important to consider what services may be required to ensure everyone is able to participate e.g. accessibility needs, or American Sign Language (ASL) interpreter.

  • Don’t forget to utilize all marketing channels to broadcast your event. You can also advertise your event using digital signage in the Union! Visit the Marketing at the Union page to find out more information. 

3. Decide on a Budget

  • Be sure to have a clear understanding of your budget.

  • Do you know how much to estimate for each aspect of your event? i.e. Venue, audio-visual equipment, chairs, tables, promotional materials, staff, security, etc.

  • Decide to establish encumbrance numbers through your BSC contact or discuss using your P-Card for off-campus purchases.

  • If funding is tight, consider seeking a co-sponsor to provide additional collaboration and funding. This will require clear expectations and open communication between you and your potential co-sponsor.

4. Choose a Date and Reserve a Space

  • Check the UNT Calendar to ensure your event does not conflict with any major university holidays or events so you can have a good turnout. 

  • Review Our Venues to determine which space best meets the needs of your event.

  • Solicitation is defined as any organization's attempt to gain funds, support membership, contributions, etc. from the university community. If any organization is requesting a table in the University Union or immediately adjacent to the University Union, a solicitation permit must be completed and approved by the appropriate university individuals.

  • If you are part of the general public please submit an Event Inquiry Form and an Event Specialist will contact you at your earliest convenience. 

  • If you are part of a student organization or a department please log in to Online Event Reservations to see what spaces are available and to reserve one. 

5. Consider Staff and Volunteers

Depending on the size of your event, you may need additional volunteers to help ensure your event goes smoothly. Check within your department or organization for volunteers as well as with volunteer-based student organizations on campus.