Council on Student Activity Funds Policies

Programming Information

Student Organizations are programming more and more across campus. The Office of Student Activities would like to provide more help and resources to those organizations that are interested in programming, but may not know where to start or need more information. Look to the tips and time-line on this page to help get an organization programming! Also available is an Adobe Acrobat file that includes the tips and timeline as well as a list of questions that will help you plan your event.

For more information or more specific help, please contact the Office of Student Activities at (309) 298-3232.

Tips for Throwing a Successful Event

Plan ahead. We can't say this enough! You should contact the Office of Conference and Event Services and Sodexho 3 to 12 months ahead of time for any sizeable event, such as a banquet, dance, conference, concert, or other event where more than 100 people will be attending. This should be done before you send out invitations or advertisements.
Be prepared if your event is outside. Consider renting a rain site or tent for bad weather. Don't forget you will also need garbage cans, and possibly fencing, electricity, or extra lighting.
Read contracts carefully, even the boring parts. It will save you money and headaches down the road. The contract is what the facility or business will provide for you; if you don't see something on the contract, you won't see it at the event. It also states what your obligations are, which are very important to know.
Find out the maximum capacity of the room for the way you want it set before you invite people. Buffets, stages, award tables, etc. all take space away from the room, which will affect how many guests the room can accommodate.
If money is tight, seek donations or co-sponsorship. Some businesses, such as florists and caterers, may be willing to donate their product in exchange for advertising. Look up alumni associated with your organization and ask for their help. Build relationships with other student organizations that may have an interest in your event or program.
Negotiate with Sodexho. Most will customize menus. They can do more for you if you give them a budget to work with. Make sure you are clear when discussing prices; a "per person" price is usually just for food and does not include linen, or decoration.
Think about paying for extras that will make your event a success. Rental of items like professional sound equipment, or extra servers could make a big difference in the success of your event. Linen, decorations, and extra lighting may go far in giving you the ambiance you want.
Find out the University Union decoration policies before purchasing decorations. The Office of Conference and Event Services can inform you of these policies.
Know in advance what extras you will need for your event. The University Union will provide many of the extras you need for your event, dry erase boards, overhead projectors, and microphones. If you need equipment for a PowerPoint presentation it is important to inform the Office of Conference and Event Services as soon as possible because supplies are limited. For more information on screens, laptops, and related equipment contact the Office of Conference and Event Services.
If you are selling tickets for to the event consider your resources on campus. Hainline Theater in the College of Fine Arts is a valuable resource for ticket sales. Be advised that there is a cost associated with their services.
Be aware that events with an admission or participant fees (including donations) may incur space costs. An organization will be charged the WIU rate for space rental in the University Union if participation in the student organization event has an admission cost or includes off-campus participants.

Event Timeline

12-16 weeks prior to event (or earlier if possible)

Reserve space and equipment. (Inquire about space capacities and room set-ups)
Establish budget, considering honorarium, publicity, program, decorating, or equipment costs.
Check to see if dates conflict with other events.
Check on availability of speaker, artist, administrator, etc.
Select artist or speaker, and contact an agent (if applicable).
Set up timeline for members to complete tasks.

8-10 weeks prior to the event:

Set stage requirements and/or room set-up
Contact University Relations for a press release, contact campus TV and newspaper.
Prepare all advertising.
Order tickets or set up tickets with the Hainline Theater.
Order special equipment, such as audio visual needs.

5-7 weeks prior to the event:

Have first publicity released to newspaper.
Complete final budget.
If catering is needed, contact caterer and set up menu.
Design program, posters, and flyers.

3-4 weeks prior to the event:

Start any advertising campaigns (consult campus posting policy).
Place all flyers, posters, etc. around campus.
Send program to printer.
Check to make sure arrangements are on schedule.
Start making any decorations.
Order any awards.

1-2 weeks prior to event:

Check on all advertising to ensure the effectiveness and timing.
Make final check of equipment, facilities, and human resources.
Meet with committee to take care of last-minute details. Use committee for last-minute publicity push.
Finish any decorations.
Pick up programs.
Arrange for transportation of speaker or artist (if necessary).

Day of event:

Make last minute check of room to ensure correct set-up.
Make final arrangements for speaker and special guest introduction.
Arrange for equipment check.
Put up decorations.
Pick up any last minute items.