Programming Advising Center’s Timeline for Students Planning Events

Step 1:  Room Reservation
(7 weeks prior to event for large events, 5 weeks prior to event for small events)

Tentatively reserve the space you are hoping to secure and make an appointment with your PA to begin planning your event.  Your PA will send an email confirming your tentative reservation within the following week with the space you received. 

Step 2:  Program Planning Meeting
(6 weeks prior to event for large events, 4 weeks prior to event for small events)

Discuss and begin to complete the necessary steps for planning your program.

Step 3:  Follow-up Meeting/Paperwork Deadline
(3 weeks prior to event for large events, 2 weeks prior to event for small events)

You will receive a follow-up email or phone call from the PAC a few days before you event to confirm you are ready.  You will also receive one after the event to help you evaluate the program and take care of any final steps. 

Step 4:  Pre/Post Evaluation of Event(s)
Pre-program email (1-4 days before the event)
The PA should follow up with the group via email, phone call, or personal meeting if necessary a few days before the event to make sure everything is taken care of.  Events could also be cancelled at this stage do to lack of preparation.

Post-program email (1-4 days after the event)
This is the PA’s opportunity to check in to see how the program went.  This will be helpful for three reasons:  1) to help the organization practice evaluations and to create a history for next year’s programs, 2) to tie up loose ends that they might still have, 3) to help our office trouble-shoot processes for future programs (Did facilities set-up go smoothly? Did vendors work well with groups?)