Plan an Event

Please follow these steps to plan your event. Let us know if you have any questions or need any help.

Planning the Event:

1. Event leader must submit an Event Summary Form (Click for Link) and talk to the financial chair and directors about the budget for the event.
2. Event leader should contact the event committee to plan the event.
3. Event Planning
• Make a room reservation. This usually needs to be done about 2-3+ weeks in advance.
•  Engineering Quad: Engineering Quad Room Reservation Link
• Weill: contact Amy Layton
• Other: contact specific department
• Fill out UUP form. This usually needs to be done about 3+ weeks in advance, after confirmation of the room reservation: UUP Form Link
• Figure out supplies needed and methods of payment.
• Personal finances
• Keep itemized receipt.
• Fill out reimbursement forms.
• E-SHOP, P-Card, SWE Account
• E-SHOP, P-Card, SWE Account
• See finance chair
• Advertise
• Email blurb and RSVP link (online invites or google doc forms) and send to directors or gradswe mailing list to email out.
• Create flyers for bulletin boards.

At the Event:

1. Maintain attendance sheet that includes name and netID.
2. Take pictures! 

·   After the Event:

1.     Submit the Event Spending Forms, reimbursement forms, receipts, and attendance sheets to the finance chair (see finance chair for forms).
2.     Submit Event Review Form (link coming soon!) to the directors.