Pub Bingo 2012

Event Planning Resources

Whether planning a campus-wide event, coordinating a club lecture, or raising awareness for a particular cause, the SAO is here to walk you through the process of event planning and preparation.

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Event Checklist

Use the steps below as a checklist and stop by our office if you have additional questions. This guide is an internal resource and the accompanying links can only be accessed with a Wheaton login while on campus.

  1. Planning - Make sure to allow enough time for your club or group to coordinate various resource needs for your event. Allow a minimum of one month lead time for larger events (150+). You will be responsible for submitting set-up requests, reserving equipment, seeking copyright permission and coordinating event details with campus departments.
  2. Pick a Day - Check the campus calendar (intranet) to determine other major campus events happening on the day you'd like to schedule your event. 
  3. Choose a Space - Check 25Live for available space locations.
  4. Reserve a Location - To reserve room space, fill out the Event Request Form and return to the Student Activities Office (after your group advisor signs it).
  5. Advisor Signature - Make sure your club or group advisor has signed the Event Request Form before returning it to the SAO.
  6. Let People Know About It - There are boxes on the request form to indicate if you want to promote your event to on-line calendars.  Check the calendars you want to display your event.  The Intra Campus Calendar is for events that are open to everyone - even people from off-campus.  Wait for an official confirmation before promoting your event. Stop by the SAO Front Desk to facilitate any advertising needs:
    • Posters approved and stamped
    • Beamer display tables reserved
    • Display cases reserved
    • Equipment check-out: easels, sandwich boards, poster stands
    • Poster display space reservations in Anderson Commons
    • Table tent approval
    • Campus email
    • Beamer flat screen