How to Plan a Formal Event

Formal events include Closed Parties, Chapter Retreats, Tailgates, Alumni Events, Formals/Themed Events, Socials, Recruitment Events, Events with Alcohol, or any event that is Pre-Planned.

Step 1 - One month before anticipated event date:

Have the basic idea for what you want your event to be. Write down why you want to plan this event, what will happen at the event, and the logistics involved. The best way to plan your event and get the process started is to use the Event Application Form that is linked below. This form walks through all of the logistics (venue, date, time, equipment needed, etc.) that you will need for a successful event. In addition, it helps organize important information so that the Risk Manager can get the proper paperwork submitted to USU.

Step 2 - Three weeks before event:

Once the Event Application Form has been sent to the Risk Manager and the proper paperwork has been submitted to USU, it is time to begin making reservations and scheduling services. Reserving spaces and scheduling necessary services can be daunting, but is usually very easy to do.

When reserving a third-party venue or arranging for services (such as catering), it is important to keep cost in mind. You can usually get crucial information by making a phone call and asking for availability and pricing. Once the VP has approved applicable charges, the venue/service can be booked for your event.

Remember - if you have the venue, you have the event!

Step 3 - Two Weeks before event:

Often, a lot of the process in organizing an event takes place behind the scenes. Make sure to announce that the event is scheduled and will be taking place. Chapter involvement is crucially important in the success of events, and it may take time for Chapter members to request time off from work and arrange their plans.

At this point, it may be useful to create a schedule of how the event will flow. Thinking through the event in this way can help with logistics and make sure necessary equipment will be in place.

Step 4 - One Week before event:

Promote your event, if applicable. Some events are open to everyone, but some require a guest list and should not be promoted to those outside of that guest list. Talk with the chapter Risk Manager or a member of the cabinet if you are unsure whether an event should be publicly promoted or not.

Step 5 - Day of Event:

It is always a best practice to arrive early and make sure everything is in place before your event begins. Once the event begins, make sure you enjoy it!