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Planning An Event

Planning an event at Drexel University takes time, teamwork, and financial preparation.  Events can range from dances, exhibits, readings, talent shows, fairs, productions, and performers.  Feel free to review the Drexel Student Organization Event Planning presentation and continue reading below.

We offer the following questions you and your team should consider as you conceptualize the event:

  • What kind/type of event is it?
  • What are the goals for the event?
  • How will the event benefit Drexel University students?
  • Will Drexel students be interested?
  • Will the event be open to the general public?
  • Is the event a duplication of another event?  Has it been done in the past and if so, what were its strengths and weaknesses?
  • Could the event incur liability?  What are the risks involved?  Is it dangerous?

If the proposed event will connect with Drexel students, effectively mitigate risk, and manage any external audience, planning can continue through considering the following:

  • Set a date and time.  Does it conflict with any other campus event (mid-terms, finals, other major student organization events, or a holiday)?  If so, how will you or can you resolve the conflict?
  • Have you reserved a space to hold your event?
  • Are you aware of the policies regarding the use of campus facilities?
  • Will the event location attract or inhibit student attendance?
  • What is the estimated attendance?
  • Will you be selling tickets?
  • Will security be needed to staff the event?
  • Will you be having food?
  • Will you be requiring the services of an outside performer, band, speaker, dance troupe, etc?
  • What are your sound requirements?
  • How are you advertising?
  • Does the organization have the volunteers to set-up, run the event, and clean- up?

Events require the appropriate finances.  Consider the following questions:

  • Has your organization developed a budget for the event?
  • Does your organization have the funds in a 17 or 71-account to cover the costs?
  • Will the event be co-sponsored by another student organization or University department?
  • Will your organization be donating any proceeds to charity?
  • Are you charging admission for the event?

For help with event planning, contact OCA at 215-895-2168 or askoca@drexl.edu or contact the Event Services Office at 215-895-2520 or reservations@drexel.edu.  Both departments are located on the lower level of the Creese Student Center.