In-person event planning: campus clubs and student organizations

So you’re ready to begin planning your event. This page is intended to take students step by step through the event planning process.

Step 1 – Who is sponsoring your event?

For clubs and organizations, this will be your ADVISOR. This can also be a faculty or staff member. They will assist you in this process.

*Not a recognized club or organization? Don’t worry! Contact the Campus Life Office at +1 (607) 778-5033 for assistance.

Step 2 – Scheduling your event

Find the right time for your event. Come up with backups in case scheduling does not work out or if there is a conflict with another event. Your ADVISOR should contact the Campus Life Office at +1 (607) 778-5033 to see if there will be a conflict with another large campus event. If there is a conflict, the Campus Life Office will help find a good time for your event.

**PLEASE NOTE: Even if there is not a large campus event that will cause a conflict, that does not mean that all spaces are available. We have many regular small programs, meetings, and classes throughout the day. To check on the availability of locations, have your ADVISOR complete STEP 3 below.

Step 3 – Secure a location

Need a room, lobby, gym, or quad. Below are a list of various locations that may be available. Please have your ADVISOR contact the individual(s) below to check on availability.

Classrooms or Decker 201 (Klee Room)
- Email Sandy Gibble at gibblesj@sunybroome.edu
The Gym (Baldwin or West Gym), Dance Room, or Fitness Room
- Call the Athletics Department at +1 (607) 778-5003 or email Kelly Page at pagekc@sunybroome.edu
Student Center or Academic Building (Business, AT, Decker) Lobbies
- Email Kim Perkoski at perkoskikr@sunybroome.edu
Ice Center or Ice Center Events Room
- Call the Ice Center Director, Chris Novitsky, at +1 (607) 778-5568
Decker 117 (Libous Room)
- Email Kathleen Pepples in the Continuing Education office at peppleskm@sunybroome.edu
The Quads or North College Drive Front Lawn
- Email the Campus Life Office at campuslife@sunybroome.edu

Step 4 – Setting up your event and arranging for specific needs

Setups:
- To arrange for the setup of spaces, tables, chairs, power, signage, staging, or room layout needs, please have your ADVISOR contact our Maintenance Department via this web form.
Accessibility & Accommodations:
- Please review the Accessible Meeting & Event Checklist (pdf) and contact the Accessibility Resource Office to discuss arrangements for specific accommodations that may be needed at the event to ensure all attendees may participate.
- ARO is located on the lower level of the Library, L017. Call +1 (607) 778-5150, VP +1 (607) 238-2714 or email aro@sunybroome.edu
Buildings and Parking:
- To arrange for access to buildings, and discuss parking permissions and needs, please have your ADVISOR contact our Public Safety Office at +1 (607) 778-5083
Technical Support:
- Please use the Technical Request form (CSR – on campus only) or call +1 (607) 778-5657
Audio & Presentation Media Support:
- Need microphones, a PA system, or a data projector? Please fill out this request form.
  Note: MarCom does not provide Video Taping and Photography services for events
Need Food?
- Please contact –
  American Dining Creations
  P: +1 (607) 778-5140
Event Consulting and Advice –
- The special events office is available to consult on the “look and feel” of your event. We can also help you arrange for signage and institutional brand materials (Post up stands, table throws, directional signage). Have a question regarding any of the steps above? Need a checklist to help keep your event on track? Contact us at events@sunybroome.edu.

Step 5– Advertising Your Event

After you schedule your event, secure a location, and have all of the details worked out (food, supplies, etc) you can now start advertising your event. Here are at least two things that you should do to advertise your event.

Create an event advertisement on The Swarm, our new student portal for all things co-curricular.
Advertise it all over campus through our on campus Marketing and Communications (MarCom) department. You ADVISOR can do that by filling out the “share your news” form.

Step 6– Day of Event

The big day is here. Your event is going to happen. Here are some tips that will help your event go off without a hitch.

Show up early to make sure all of your set up needs are taken care of
During the event, don’t try to do it all yourself. Utilize all of your club and organization members to assist in it’s success.
After the event, make sure that all of your club/org members stay and help clean up. The space should be left in better shape then you found it.

You Did It !!

Hopefully your event was a success. If at any point during or after this process you have any questions, you or your ADVISOR can contact the Campus Life Office at +1 (607) 778-5033