Carnegie Mellon University
Student Affairs  ›  Student Leadership, Involvement, and Civic Engagement  ›  Student Organization Resources  ›  Event Management & Promotions

Planning & Promoting Your Student Organization Events

The Office of Student Leadership, Involvement, and Civic Engagement (SLICE) is here to help you create your Carnegie Mellon experience through your student organization's programs and events. Use the event management cycle to ensure information lives on to maximize your events' potential. SLICE also offers a personalized Event Planning Toolkit to help pin-point your exact event planning needs & drop-in hours for organization & event support for any event planning-related questions not covered on this page.

   

Event management cycle: ideate, plan, execute and assess.

Available Resources

Find the following event planning forms and more here 

  • Event Evaluation Template
  • Event Planning Toolkit (Personalized Quiz)
  • Mastering Event Management Worksheet
  • Outdoor Event Request Form
  • Planning Your Event: Checklist

Meet with SLICE

The SLICE Office is available to meet with students to work through event logistics and to help direct you to the right vendor, resource or policy.

Need to go off-campus for your student organization? Request the SLICE Van!

Event Management Cycle

Ideate
Plan
Marketing
Execute
Assess

1. Ideate

Why are you holding an event? Do you want to gain new members? Are you raising awareness for a social cause? Does your audience consist of first years or graduate students? Exploring your event objective(s) and goal(s) should be the first step in planning your successful event.

  • What are we trying to do?
  • What goals do we have?
  • How do we want attendees to feel?
  • Who are we trying to reach?
  • How many people do we expect or would like to reach?
Host a brainstorming session. Utilize the strategies in this section to foster open brainstorming.

Hold a Brainstorming Session

Strategies for Open Brainstorming

  1. Choose a facilitator who can build trust and keep the conversation on track.
  2. Start with a few leading questions.
  3. Go for quantity—not quality—encourage wild and absurd ideas! 
  4. Discourage judgment and analysis.
  5. Make sure everyone's ideas are heard.
  6. Use the Dot Strategy to narrow down ideas.
  7. Work with your organization's authorized signer to develop a budget.
  8. Move on to "The Plan."
Set reasonable goals: one great event is better than four average ones.

2. The Plan

SLICE has put together an easy-to-use Planning Your Event Checklist that designates who should be doing each task and can be recycled for all of your events.

 

Speakers and performers may involve a contract and payment for their services. Utilize the SLICE Office's resources and guidance on how to use your student organization funds and negotiate contracts if you plan to invite a speaker or performer to your next event.

Speaker/Performer Process

  • Please allow 6 weeks to complete the contract process—the sooner the better.
  • All services—whether payment is being exchanged or not—require a contract.
  • Schedule an Event Support Meeting with SLICE to review and to execute contracts, which are required for the payment of all services (inclusive of rentals).
  • Students MAY NOT email the contracts office directly. You must schedule an Event Support Meeting with SLICE to obtain a signed agreement from the University.
  • All contracts for on-campus events should be between the service provider and “Carnegie Mellon University.”
  • If you are using agency funds (JFC funds) and your event is off-campus, you MUST sign your own agreement.

For events located in or managed by the Cohon University Center, catering must be provided by University Catering or a university-preferred vendor, as indicated in the Cohon University Center Catering Policy. Otherwise, there is a non-preferred vendor fee for set-up and clean-up. If an organization is providing food (for events, tabling, etc.), you must follow the Cohon University Center's Food Safety Policy.

Explore the Student Catering Guide

Are you thinking of having alcohol at your event? Please read through the complete University policy governing social activities with alcohol. Meet with a SLICE staff member to discuss the event and the logistics that go into planning an event with alcohol. A trained social host must submit the alcohol event registration form at least 72 hours prior to the event.

Q: My supplier sent me a contract to sign. What should I do?

If a supplier sends you a contract to sign, do not sign it.

  1. Schedule an Event Support Meeting with SLICE.
  2. Review the agreement and consider what you are okay agreeing to and what you would like to negotiate (proving transportation, meals, private dressing room, etc.).
  3. Complete the steps to Pay for a Service. It is important that whoever the party being PAID is the same as the party on the contract. To determine this, ask the vendor for a W9 upfront. 

Q: My supplier does not have a contract. What should I do?

  • Determine the who, what, where, when, why, and how much are you paying the vendor.
  • Schedule an Event Support Meeting with SLICE.
  • Complete the steps to Pay for a Service. It is important that whoever the party being paid is the same as the party on the contract. To determine this, ask the vendor for a w9 upfront.

Risk management and event planning go hand-in-hand. You should be thinking about the potential risks you are taking on and whether they are physical/financial/reputational. What is the likelihood and potential impact of those risks? What are all the various strategies that you could use to mitigate that risk so you are comfortable moving forward?

5 tips for ensuring safety at your events

  1. Meet with a staff member in the SLICE Office to discuss your event as early as possible in your planning stages.
  2. Do not sign any contracts and agreements without reading and understanding EVERY clause. For events on campus or events using the Carnegie Mellon University name, only authorized university employees are permitted to sign these agreements.
  3. Avoid risky activities, including the presence of alcohol. Even if you are not directly serving alcohol, its mere presence at your event increases your risk of something bad happening during or after your event.
  4. Consider the use of an activity release waiver. A SLICE staff member can help you obtain the release waiver from the University’s General Counsel.
  5. Be thorough. Most liability lawsuits stem from negligence. Do your due diligence when planning an event and think through every possible scenario.

For more detailed information about the University’s Risk Philosophy, please visit the Enterprise Risk Management Department.

CMU is committed to providing a safe and secure environment for all minors involved in any programs or activities sponsored by the university.

Programs Involving Minors and Child Protection Clearances

Visit the Registrar's website or check out the Cohon University Center's Navigating 25LivePro (PDF) to learn how to reserve spaces on 25LivePro!

Academic Building Spaces

Academic spaces can be reserved before each semester via 25LivePro (login required). Academic reservations take priority and are complicated. Organizations may not receive confirmation until the first week of each semester. Contact esrooms@andrew.cmu.edu with any questions.

Cohon University Center

  • The Jared L. Cohon University Center is a hub of the CMU campus. Designed to support health, wellness, and community engagement, the center offers conference space and meeting rooms, a studio theater, a state-of-the-art fitness center, gymnasium, swimming pool, multiple dining locations and plenty of gathering and study space. Spaces in the Cohon Center can be reserved a year in advance. Email ucres@andrew.cmu.edu with any questions.
  • Study rooms are available for students to reserve via 25LivePro (login required). Study rooms are available Sunday through Thursday, 7:00 pm to 1:30 am. There are 25 rooms of different sizes and each room features at least two chairs, a table, and a whiteboard. Walk-ins are also welcome.
  • Tabling (spaces & physical tables) must be reserves via 25LivePro (login required).
  • The Tartan Collaborative Commons (TCC) is a newer space designed by the Undergraduate Student Senate for students to have a space for individual and small group work. There are several seating options available and two small enclosed conference rooms with media functionality. There are also several glass boards throughout the space. 

Conference Rooms

Looking for a conference room for a meeting or event? SLICE manages space reservations for two conference rooms (306 and 329) supported by Student Government for recognized student organizations. The conference rooms are located on the third floor of the Cohon Center.

Outdoor Spaces

Reserve a large outdoor space on CMU's campus, such as The Triangles near the Cut and The Fence, East West Walkway, Legacy Plaza, Merson Courtyard, The Mall, CFA Lawn, Tepper Green, and Tepper Patio by completing the Outdoor Event Request Form.

Delegation Process

  1. Choose the appropriate task.
  2. Choose the appropriate person.
  3. Set clear objectives and plan.
  4. Implement.
  5. Monitor.
  6. Evaluate or review.
  7. Praise those who helped.

Make sure your finances are in order.

You should compare your organization's JFC Budget with your organization's information found on TartanConnect in your Organization's Accounting Book. Please note that all financial matters must be completed with an organization's authorized signers. 

Read through important policies on how to spend your money in Financial Management.

Reach the right audience. Use CMU hashtags, like #LifeAtCMU, #CMUsocial, #CarnegieMellon, #AllTartans and #TartanProud.

Advertising & Marketing your event

Developing a strategy and timeline around your approach will ensure you reach your organization's intended audience. When designing your publicity materials, make sure to create several sizes that will meet the needs of printed materials, social media, etc. This will help keep marketing materials consistent and professional.

Explore channels to market and advertise your next event.

Create an event on your organization's TartanConnect page.
Please review the Student Government Graffiti and Poster Policy before chalking around campus. No spray chalk is permitted.

Athletics Tennis Court Screens: Email Andrea James to add your advertising image to the Tennis Court Media Screen. The dimensions are 1920 pixels x 1080 pixels. 

Lee Lobby/"Brown Chairs" TV Screen (Cohon University Center Events): Email a PDF version of the flyer in portrait orientation to cucinfodesk@andrew.cmu.edu. The dimenions are 11 inches x 17 inches.

  • Announcements: Email Announcements to include your event/initiative in communications distributed to residents living in dorms.
  • The Piper: Email your idea to piperweekly@andrew.cmu.edu before 2 p.m. on Tuesday to be considered for that week's issue of The Piper. Events should be submitted through the online form to ensure they are added to the University Calendar.
  • Opt-in Student Affairs Newsletters: Browse interest-based newsletters, like diversity and inclusion, spiritual life, wellness, fitness and more, from across Student Affairs.
  • Doherty Banner/Poster:

    • Step 1: All banners must be approved by the SLICE Office before hanging. Banners across Doherty Archway must be a MAXIMUM of 14.6 feet long X 30 inches in height.

      Banners must include:

      • name of organization clearly displayed 
      • contact information
      • appropriate content 
      • "funded by your student activities fee"

    •  Step 2: Student organizations must submit a work order to FMS for banner installation. There will be a fee through FMS - work orders will need an organization's oracle string from the organization's authorized signer. 

    • Step 3: After submitting installation work order, submit the take-down order. Banners must be taken down either 48 hours after an event has passed OR 30 days from initial installation.

      Note: Student organizations may leave banners at the 1st Floor SLICE Office for banner pick-up from FMS. 

  • Cohon Center Info Desk: Number of posters: 2 (give to CUC help desk for approval and hanging)
  • Office of Residential Education and Fraternity/Sorority Life: Number of posters: 134  (please see Resident Communication section of Housing & Residential Education website for details about approval, distribution, etc.)
  • Poster Route: Refer to Student Government Graffiti and Poster Policy (Appendix A:Locations of Student Government Bulletin Boards)
WRCT Student Radio: Contact the Radio Station

Student org instagram Video Tutorial

Have questions about improving your organization's presence on social media? Curious about new posting strategiess? Check out "Marketing to College Students" (video), created specifically for student organizations by current and former members of Carnegie Mellon University's Marketing & Communications and Division of Student Affairs' social media teams. 

SLICE's Intern is here to helP!

If you’re interested in improving your organization’s social media, advertising your events or connecting with more student organizations who are on social media, message the SLICE Intern on our Instagram!

You must fill out and submit the Stake Sign Application that needs to be approved before staking signs around campus.
Please work with building staff before placing table tents.

Postering around campus. The Student Government Graffiti and Poster Policy regulates the use of advertising space on CMU's Pittsburgh campus. This policy covers what is permitted in regards to chalking, postering and best practice for painting The Fence. The policy also outlines what is considered to be a violation of and consequences for these violations.

Postering in the dorms. The Office of Residential Education's approval is needed before they will distribute the poster materials. Please read the Office of Residential Education poster distribution and policy.

Calendar with Scotty

Student Affairs Calendar

In addition to what is available across the larger university, Student Affairs offers many events and engagement opportunities for CMU students and members of the community.

The first rule of event management is that something will go wrong or not go as planned. The true test is how prepared are you to deal with it.

3. Execute

Proper budgeting and day-of documentation, like the One-Pager, will allow room for mishaps or surprises and help you to execute your student organization's event as seamlessly as possible.

General Tips 

review your finances in real time.

You should compare your organization's financial ledger to the transactions that are hitting your organization account(s) by visiting your organization’s Accounting Book and Budget on TartanConnect. 

The One-pager

How prepared are you to deal with a speaker running late? Maybe you need to feed a crowd of 50 people and you were only delivered one pizza, or the screen won't turn on for your movie showing—what do you do?  Utilize an organizational document like the One-Pager to keep a running list of all the details, like the venue information, directions and timeline, and contacts for your event.

Download the One-Pager Template

 

One Pager excel spreadsheet with event info like schedule, address and details, and contact information

4. Assess: Start. Stop. Continue.

Once you've had time to pause after the event, take the time to document and to make suggestions for a future executive board to consider. Think to yourself, “if we did this all over again, what would we want to start doing? What should we stop doing? What would we definitely want to continue? Did we stay within our budget?”

The Event Evaluation Template can help you in your process to document and to reflect on the event.

PRE-EVENT

  • Event Basics
  • Agents Used
  • Promotions
  • What Was Accomplished Beforehand
  • Is the Budget created? 
  • What vendors do we need to pay?

DAY-OF-EVENt

  • Day-Of Contacts
  • Event Lead
  • Did Things Go As Planned?
  • Did we pay our vendors? 
  • Do we have a cash box and/or receipt envelope?

POST-EVENT

  • Writing Thank-You's
  • Transitions Materials
  • Recommended Modifications
  • How Do You Define Success?
  • Did we follow our budget?
  • Event Evaluation Template