Event Planning 101 Presented by Douglas Planning Timeline

Event Planning 101 Presented by Douglas

Planning Timeline ● 6 weeks: Room Reservation on EMS (for large events) ● 4 -5 weeks: Funding Request from AS Activities Council ● 3 weeks: Event Planning Guide & Contracts ● 3 weeks: WIN Event Submission ● 30 days: Off-Campus Event Approval Form ● 2 weeks: Catering Exemption Request

Space Reservations - 6 Weeks for Large-Scale Events ● wwu. edu/reservations ○ General Room Requests, Vendors Row, Tabling in Red Square, Banners, Button Makers, AS Vehicles, External Space Requests, and Space Administration Requests ● Navigating the website during New Club Officers breakout session! ● If you are having trouble finding space on campus or wanting to host an event off campus, please send me an email or come talk to me in the Club Hub! I know almost every room and building on campus and know of some local venues with discounted rates for large-scale events!

Activities Council - 4 to 5 Weeks ● You can request funding for anything related to your club ○ Needs funds for an event? Is your club traveling to a conference? Are you having an event and want a donation from the bookstore? ● AS Activities Council Form on WIN ○ Once you submit this form, you’ll meet with me to review your submission and provide you with any questions the council may have about your request

Activities Council (cont. ) - 4 to 5 Weeks ● Activities Council meets Monday nights at 6 pm in VU 567 ○ For requests under $300, your item will be voted on in one meeting ○ Requests over $300, take two meetings to vote

Event Planning Guide - 3 Weeks ● Form you should fill out whenever your club is planning an event ○ Helpful for us in the Club Hub ○ A good way to double check that you have everything ready for your event ○ Contracting is now all done digitally and information is taken from this form ■ Contracts need to be created for anyone who your club is paying, whether that’s a speaker, performer, photographer, etc.

Calendar Requests - 3 Weeks ● You should be submitting calendar requests for all events that your club is having (this includes your general meetings!) ○ From the events tab in your club portal click ‘create event’ ● Once approved, your request will show up in WIN, on the AS Calendar, and in My. Western

Event Management - 3 Weeks ● Once you’ve created an event in WIN you have some additional features! ○ Go into your event on WIN and then clicking ‘manage event’ ■ You can use card swipe to track attendance ■ Invite people through email or Western ID

Food Guidelines ● If you are providing food at your event or doing a bake sale, you want to make sure that you are following Whatcom County Health Department regulations ○ You can find information under Club Activities Office → Documents → Event Planning → Serving Food & Bake Sales ● For events where you are providing pre-packaged food that is over $300 (and is not pizza), you will need to submit a Catering Exemption form that can be found on the WWU Catering website under ‘Exemptions’

Food Guidelines ● Bake Sales ○ Important to keep in mind potentially hazardous foods such as cream filled desserts and items needing temperature regulation ○ See ‘Bake Sale Guidelines’ in WIN documents for more info ● Potlucks ○ A true potluck is everyone invited is asked to bring a dish. If you are having a ‘potluck’ but only officers are providing food this is not a true potluck and you should contact the Whatcom County Health Department to ensure you are following guidelines

Facilitating Co-Sponsorships & Getting Donations ● If you are looking for co-sponsorships you can try departments on campus, AS offices, local business, and other clubs ○ The sponsorship you are looking for should be a good fit for your club, i. e. it would make sense for an environmental club to reach out to the Outback Farm for a co-sponsorship of an event ● Western Washington University Tax ID: 91 -6073519 ○ For more info on soliciting donations and fundraising you can check out that breakout session!

Large-Scale Events ● If you have an idea for a club event and are unsure where to start, come talk to me or send me an email! ○ I have a ton of event planning knowledge and really love this stuff so please utilize me! ● I’ve helped with dances, 5 ks, bringing a speaker to campus, conferences, fashion shows, panels, and art exhibitions to name a few!

Questions? ● You can email me at as. clubs. events 2@wwu. edu ● My Fall quarter office hours are MWF 11: 30 am-12: 30 pm & TR 1 -4 pm ● You can find information in WIN under Club Activities Office → Documents → Event Planning