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

Planning Your Student Organization Events

SLICE is here to help you create your Carnegie Mellon experience through your student organization's programs and events. Follow the Event Planning & Management Cycle to the right and understand how to fully plan & manage your event.

See below for personalized, in-depth event management & planning support from SLICE's Resources, Education, and Campus How-Tos (REACH) Program. 

Event Planning & Management Cycle

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Stop by SLICE

Brainstorm

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?
  • What experience do we want our attendees to have?
  • Who are we trying to reach?
  • How many people do we expect or would like to reach?

hold a brainstorm session

  1. Choose a trusting facilitator to 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. Develop a budget with your organization's authorized signer.
  8. Move on to "The Plan."
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Set reasonable goals: one great event is better than four average ones.

The Plan

Logistics of an Event

At first glance, an event can appear to have many moving parts & you may feel overwhelmed. SLICE has put together an easy-to-use Planning Your Event Checklist to delegate all tasks. This sheet can be re-used for all of your events.

See any potential matching event logistics below? Click through each, so you can build out The Plan of your event. 

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.ehulk.net with any questions.

Cohon University Center

  • The Jared L. Cohon University Center is a hub of the CMU campus & spaces can be reserved a year in advance via 25LivePro. 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. Email ucres@andrew.ehulk.net with any questions.
  • 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 University 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.

Speaker/Performer Process

  • Please allow 6-8 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). Student MAY NOT email the contracts office directy. 
  • 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, so a contract can be created, 
  • 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. 
    • AB Tech: Event production student organization charged with handling the technical production of university-sponsored events at Carnegie Mellon University.
    • Media Services: Video and audio production and post-production expertise, including full-service support of AV needs for on- and off-campus conferences and events.
    • CMU TV: Student-run television filming organization of Carnegie Mellon University

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. Schedule an Event Support Meeting with a SLICE Staff Member 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

HOSTING A FOOD TRUCK?

Food trucks are an easy-yet-effective way to bring attendees to an event, a fundraiser, or to simply help others learn of your organization! Bringing a food truck to campus requires these forms & processes: 

Note: These topics will be discussed during your required Event Support Meeting to approve your Outdoor Event Request. 

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. The SLICE Office recommends keeping track of your budget, using the Accounting Book to verify if a transaction has posted to your account. 

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.

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

Promoting 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 & build out the promotions side of The Plan.

A NOTE ON 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.

Category Name Specifics Instructions Learn More
Posters Residence Halls Poster (11 inches x 17 inches) or Flyer (8.5 inches x 11 inches) for each floor/chapter Provide 137 copies to Community Life Suite front desk in Morewood Gardens one week in advance of when promo to start Resident Communication Section
Campus Poster Boards Poster (11 inches x 17 inches) or Flyer (8.5 inches x 11 inches) for various Student Government bulletin boards.  Put posters in designated areas (RECOMMENDED QUANTITY: 25). Refer to Student Government Campus Poster & Graffiti Policy as needed. Campus Poster and Graffiti Policy
Cohon University Center Poster (11 inches x 17 inches) or Flyer (8.5 inches x 11 inches) for bulletin boards Give 2 to CUC Information Desk CUC Postering Policies (Printed Materials, Signage, & Decoration)
Non-Poster Physical Promotion Postcards & Table Tents Promotional post cards to hand out or display Hand out at tabling or displayed in building tables - must work with FMS Building Manager FMS Building Manager List
Tabling Rent a table or table space to hand out materials, fundraise, or more Rent a table/space via  25Live
Note:  A student ID card will be held at the Cohon University Center Information Desk through the duration of a table rental.  		CUC Tabling Policies
Chalking Washable chalk on any flat non-covered surface outdoors Chalk on any flat non-covered surface outdoors - spray chalk is not permitted. Refer to Student Government Campus Poster & Graffiti Policy as needed Campus Poster and Graffiti Policy
Stake Signs Outdoor signs to post along walkways Must be approved via Stake Sign Request Form before placed in ground. Note: These can be ordered via Tartan Ink - ask for corrugated plastic outdoor signs Stake Sign Request Form
Banner across Doherty Archway Large banner across the front of Doherty Hall See drop-down below for a step-by-step of this process Doherty Banner Hanging Information
CUC Kirr Commons Banner ("Black Chairs") Large banner (up to  can occupy one of two banner spaces Email ucres@andrew.ehulk.net for display dates - can have pick-up at 1st Floor SLICE Office CUC Postering Policies (Printed Materials, Signage, & Decoration)
Email Blasts/Newsletters Annouce@Andrew Weekly email sent on Mondays from Resedential Education to RAs Send to announce@andrew.ehulk.net by previous Friday at 12 p.m. Noon for the following Monday's email Resident Communication Section
Online Calendars/Website TartanConnect Events Calendar Calendar on TartanConnect for events & programs Learn how to create an event via the TartanConnect Officer Support Website

TartanConnect Officer Support

CampusGroups Image Size Guidelines

Digital Screens CUC Lee Lobby ("Brown Chairs") Digital TV Screen Digitial screen (11.25 inches x 20 inches) in CUC Lee Lobby ("Brown Chairs") Email cucinfodesk@andrew.ehulk.net - include your graphic & timelines. This can only be used for events within the Cohon University Center.  CUC Postering Policies (Printed Materials, Signage, & Decoration)
Learn more about: 

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 AND must include: 

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

Step 2: Student organizations must submit an FMS work order to install the banner. There will be a fee & an Oracle String will need to be provided. 

Step 3: After submitting the 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. 

WRCT Student Radio: Contact the Radio Station and have hosts advertise your event. 

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 and tag "SLICEatCMU" in your story/post for a re-post!

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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.

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.

The SLICE Office recommends keeping track of your budget with an internal tracker, using the TartanConnect Accounting Book to verify if a transaction has posted to your account. 

Click and navigate to top of this page for the Event Planning & Management Cycle.

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? Use 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

 

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Assess The Event

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.

Click and navigate to top of this page for the Event Planning & Management Cycle.

PRE-EVENT

  • Event Logistics
  • Promotions & Marketing
  • Is the Budget Created? 
  • What Vendors Do We Need to Pay?
  • What Does a Successful Event Look Like?

DAY-OF-EVENt

  • Day-Of Contacts
  • Event Leads
  • Did Things Go As Planned?
  • Did We Pay Our Vendors? 
  • Are We Able to Properly Collect Cash or Card?

POST-EVENT

  • Writing Thank-You's
  • Transitions Materials
  • Recommended Modifications
  • How Do You Define Success?
  • Did We Follow Our Budget?

SLICE offers many event planning resources, worksheets, and forms like the ones below. All of these and more can be found in one place. 

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

Student Organization Resources

Advisor Resources

Click to learn about advising a student organization

Financial Management

Click to learn about your organization's finances and policies

Managing Your Organization

Click to learn about running your organization
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