Planning A Campus Event – What To Know

Planning A Campus Event – What To Know
  • Opening Intro -

    Whether you run a sports club, arts group, or are an active member of the college union, there are loads of opportunities to organize events for your fellow students.


They may all be different in terms of what they offer, but the fundamental basics are the same – you need to put in some strong planning and coordination to make sure they’re a hit and attract enough people to make them worthwhile. If you’ve not planned any college events before, here are some of things you need to know.

What and why?

You need to think carefully about what kind of thing you want to organize, and why. For example, if you’re the college soccer team coach, maybe you need to attract more players or trainers. In this case, there’s a purpose. You then need to set about thinking how you will achieve it. You could organize a drop-in soccer morning or afternoon on campus, with some refreshments included. Those turning up can meet you and others on the team. A simple event, which could bring you the results you’re hunting for.

But other events may not be so straightforward, for example, a music event or a conference – which involve lots of people and different elements.

Get the green light

If you’re planning an event on campus, make sure you have all the correct permissions in place from the college – to ensure that you’re not breaking any rules. The college may also be able to advise you on things you need to sort and any regulations you have to stick to.

Get a team

Depending on the size of your campus event, you may need to get a team in place to help you organize it. If you’re looking to produce a concert, for instance, then you will need all sorts of expertise around you to make it happen. Ranging from technical experts to promotional volunteers.

Choose your venue

Where will you hold your event on campus? Will it be inside or out? Do you need to book the space through the college to secure it? Will you need any security? Your choice of venue is crucial to the success of your event, so make sure you take time to choose carefully.

Tell students

Once you’ve got your event organized, you need to maximize the impact. That means getting as many students along as you can accommodate. You’ll need to do this through good, strong advertising and promotion around the campus. You can create a flyer to hand out around students, you could put up some posters and other materials in hang-out areas. You’ll also want to think about making the most of any social media and website channels open to you. They can be the best way to reach students, and on a big scale.

Don’t let anyone down!

You need to take charge of your event, and that not only means through good planning, but also on the day itself. You’ll be taking the lead on ensuring everyone and everything is in the right place. You want students to be talking about your event for all the right reasons!

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