Preplanning is considered the most important element in programming for an organization.

• Who within the organization is responsible for planning the event? Is it a single individual or a committee?
• Who is your audience? What do they enjoy? What does your group want?
• Is the organization bringing a speaker or performer? What are the production needs? What are their travel needs?
• How will programs relate to your organizational mission? What is the desired outcome from this event?
• What is the budget for the event?
• What will be happening at the event?
• Is the organization working with a vendor? What are their space requirements? What are their technical needs?
• Will food be provided? For catering and food needs visit WKU Conferencing and Catering- Catering Needs

• What is the desired date for the event? Is there enough time to thoroughly plan the event?
• Will dates interfere with exams or other University activities (i.e. Homecoming)?
• What can you afford to do?
• Create an event in Suitable to publicize and create a QR code to track event attendance. See instructions here.

• Select and reserve appropriate spaces.
• Submit a room reservation and/or space request through the following: (dependent on where you would like to host your event)

• • Downing Student Union- DSU Reservations & Multiple Room Request
  • Raymond B. Preston Health & Activities Center-IM Rec Reservation Form
  • Gary A. Ransdell Hall- GRH Room Request
  • Garrett Conference Center-GCC Reservations
  • Jody Richards Hall auditorium- Reserve Here
  • Van Meter Hall-The Venue
  • Astra Scheduling- Space Scheduling

• Will meetings be needed?
• Best way to communicate updates/changes?

• Design publicity strategies for targeted audience.
• Design your promotion to fit the style and theme of the program. Be creative.
• Distribute publicity in ample time. This allows people to plan ahead. Two weeks advance notice is encouraged.

• What are the “behind the scenes” to consider?
• Who will be designated for set-up, tear-down, and clean-up? How long will it take?
• How many people are needed to do the task most effectively and efficiently?

• Look for any safety issues and potential risks to participants/staff.
• Interact with the audience in a customer service manner.
• Promote future organization events.

• Should a thank you be sent?
• Should equipment be returned?
• Did you document the programming steps for future years?

• Did the program meet stated goals?
• What was effective/ineffective?