Designing Your Event
Student Involvement is here to help students create and plan campus events for the Mount Holyoke Community. When it comes to designing a successful event, there are several things you should keep in mind:
Plan and execute a successful program as a student or student organization.
Student Involvement is here to help students create and plan campus events for the Mount Holyoke Community. When it comes to designing a successful event, there are several things you should keep in mind:
What are the goals of the event, and what would the ideal outcome of this event be? What are the steps you need to take in order to get there? How can you make this event inclusive to the entire Mount Holyoke Community? How does this event align with your organization's mission?
Create a budget for your events and ensure that there is enough money in your organization's account to pay for the things you would like at your event BEFORE advertising or booking. If you need advising on creating a budget, consult with SGA Ways and Means or the SGA Business Office Coordinator. For more information about Ways and Means Funding Requests, including important deadlines, visit section four of the RSO Handbook.
Timing and location can make the difference in your event's success, so make sure to consider: What is the best time of year/time of day/day of the week for the event? What else might be happening on campus? How many attendees are you expecting and what will be the best space to accommodate your audience? For more information about event venues, including relocation procedures and outdoor event policies, visit section four of the Student Group Handbook.
Will you be serving food? Will you be contracting a performer or a speaker? Will there need to be extra security or tech support at your event? Will you need to order tables and chairs from Facilities Management? How will you advertise? Make sure to allow enough time if contracts are needed or if vendors require payment. For more information on event contracts, visit the Student Group Handbook Contracting Procedure and read Student Involvement's guidance on contract negotiation.
For registered student events in Chapin Auditorium and the Great Room, and for outdoor events most technical/Stage Crew (Sound & Lighting) support is offered at no charge through the Office of Student Involvement. This service includes most sound & lighting equipment and trained student Stage Crew for your event, as well as assistance with additional production needs.
Offerings are limited to the equipment owned by Student Involvement, and in some cases you may be referred to outside sources for rentals and services. While in the early stages of planning your event, consult with the Student Involvement Production and Technical Director about your stage needs.
If you are new to event planning or working on a new initiative, we strongly encourage you to meet with us for assistance early in the planning process. Email the office to set up an appointment or stop by the office (Blanchard 327). Finally, check out the MHC Event Toolkit for additional policies, resources, and marketing support!
