Return OSPLD event form to venue to confirm reservation
Publicize event (Make sure event is approved and room confirmed
before printing any publicity)
Secure Funding
Fundraise
early and make sure you do not commit any funds before you
have them
Prepare a detailed and realistic budget, projecting all
anticipated income and expenses
Consult with OSPLD advisor regarding fundraising options
Develop an on-campus possible funding list
Check any deadlines for funding sources
Check your account to ensure committed funds have been received
Ensure funding prior to any verbal or written commitment
of funds
Plan Well
Make all arrangements early on to give yourself ample time
to plan your event well. If multiple people are planning the
same event, make sure one person is managing the overall coordination.
Possible
Equipment Needs: Space (rooms, venue)
Microphone and speaker
Projector (film, LCD)
Sound system
Lighting
Podium
Tables
Chairs
Stage
Fire extinguisher(s)
Trash cans
Recyclable containers
Portable toilets (including accessible)
Charcoal bin
Garbage and recycle bins
Barricades
Possible
Supply Needs: Tickets
Directional signs
Maps
Flip charts
Markers
Adhesives (tape, stapler, etc)
Pencils and pens
Printed programs
Nametags
Cash box/change
Decorations
Trash bags
Tablecloths
Water for speakers Waivers for
performers / speakers/ participants
Speakers and/or
Performers Planning:
Brainstorm possible speakers and check availability
Negotiate price (remember that verbal contracts can
be binding)
Review final contract with OSPLD advisor for assistance
Arrange possible air and ground transportation
Arrange for lodging and meals
Confirm arrival time in San Francisco
Confirm arrival time at event
Confirm all arrangements in writing
Have outside performers/speakers sign University waiver
form
Other Details
Large events should work closely with OSPLD early on in
the event planning process
Disability access
Security and crowd control
Concessions (requires food permit)
Clean-up arranged
Parking and transportation
Forms completed and delivered to appropriate offices
Insurance (may be required for certain physical activity,
events with non-sfsu invited guests, etc)
Working With
OSPLD University Partners Associated Students Incorporated http://www.asisfsu.org/
338-2321
Cal State 9 Credit Union
338-3019
Banking Services
Food Permit (available at OSPLD and submitted for all food
sales and giveaways on campus). Signed by Environmental
Health & Occupational Safety and OSPLD
Tabling Permit (available at OSPLD and submitted
for tabling on campus)
Event Application Form
Demonstration/Counter Demonstration Form
Insurance (Signed by Risk Management)
Liability Waiver Forms
Grounds Request Form
Facilities Operations Form for Tables and Chairs
Publicize
Your Event
Decide your target audience, advertising budget and a detailed
publicity plan at least four weeks prior to event to effectively
reach your audience.
Flyer/poster
Press Release for Golden Gate [X]press
Press Release off-campus newspaper/magazine
Advertisements Golden Gate [X]press “The Week Ahead”
calendar
Website (your own site and links to others)
Banner
OSPLD Indoor Events Calendar
J.Paul Leonard Library Publicity (glass case) Contact 338-7327
Announcements at student organization meetings (with group’s
approval)
Announcements in classes (with professor’s approval)
Distribution plan
Final Steps
Pay all bills on time
Promptly negotiate any discrepancies and document in writing
Obtain Feedback on event
Develop folder for successor with timeline, actual budget,
publicity and all correspondence
