Event Planning Guide

• Are you planning an event, but aren't sure of the steps to take or calls to make?
• Are you a veteran event planner with questions about who to call for what?
• Are you a student, staff member, faculty member, or a member of the non-campus community who is interested in having an event on campus?

We are here to help!

The first step to planning an event is to ask these questions:

1. What is the purpose of the event
2. When it will occur
3. Where is the specific location
4. Who is the target audience
5. How many participants/guests will there will be
6. What is your budget

A "special event" can include--but is not limited to--parties, dances, rallies, protests, bands, concerts, special speakers, 5K runs, walks, fun-runs, athletic or sporting events, etc.  

To begin the planning process for a special event on campus, the event coordinator of the sponsoring organization must contact and receive approval from the following departments as soon as the event planning begins:

• Scheduling Office (614/292-1873) to schedule the space and get your event listed on the event calendar
  (Click here to learn about scheduling the Oval or South Oval/Browning Amphitheatre)
• University Police Special Events Office (614/688-3211) to coordinate police, medics and security services
• Transportation & Parking Services (614/292-9944) to plan for traffic, parking, and road closures
• Roads & Grounds (614/292-8533 or 614/247-6942) for approval of outdoor events
• Facilities Operations and Development (614/292-6158) for assistance in coordinating Indoor and Outdoor events

In order to allow for the proper coordination and planning of an event, the event coordinator for the sponsoring organization should contact all of the above agencies as soon as the event planning process begins.  Allow a minimum of 3 weeks prior to the event in order to secure all approvals.  The sponsoring organization is responsible for paying for all costs incurred that are associated with their event.