*Students/Advisors – members of campus Clubs or Student Organizations looking for event assistance should refer to the Student Event Planning Guide.
Step 1 – Determine Your Budget
What is your budget? Have you estimated costs for each area of your event?
Step 2 – Items to Consider
- What is the purpose of this event?
- Who is the audience?
- How many attendees are expected?
- What will the format and length of the event be?
- Will there be a presentation?
- Will there be a discussion?
- What is on the agenda?
- How will you engage your attendees?
- What is the best location to hold your event?
- How are you going to advertise/promote your event?
- What is the best date for your event? Check the Campus Events Calendar and the Campus Impact Calendar (the Campus Impact Calendar requires your SUNY Broome gmail login) to make sure there are no conflicts with other events
Step 3 – Attend an Events Planning Meeting
- Submit an Event Request Form and attend an Events Planning Meeting.
- Once you complete the form, you will get an email inviting you to the next Events Planning Meeting
- The Events Planning Committee meets biweekly on Mondays at 9:00 am
- It is important to attend an Events Planning Meeting to present your event so that we can help ensure your event is successful
- The Events Planning Committee will guide you in the right direction for next steps to take and will share helpful information with you such as other activities happening on campus
- This form should be submitted 4 weeks before the desired event date to allow for proper planning
Step 4 – Reserve Event Spaces
- Book classrooms and other academic areas across campus through Registrar’s Office
Email Samantha Potter at potters@sunybroome.edu - Book gyms, dance and fitness rooms, and athletic fields, through the Athletics Office
Email Kelly Page at pagekc@sunybroome.edu - Book the cafeteria, student center and outdoor venues such as the Library or Student Center Quads through Campus Life
Email campuslife@sunybroome.edu - Book the Ice Center
Email Chris Novitsky at novitskycj@sunybroome.edu - Book spaces at the Culinary & Event Center
Email Justine Dadamio at dadamiojm@sunybroome.edu
Step 5 – Request Maintenance Support
- Submit a Maintenance/Custodial Request form
- Be sure to include: date, time, locations, visual layout of your event space, number of tables and chairs needed, power needs, signage locations, staging (size and location)
- This request should be submitted 2 weeks in advance of your event
- Keep in mind, there is no maintenance or custodial support on weekends
Step 6 – Connect with Public Safety
- Public Safety – publicsafety@sunybroome.edu, +1 (607) 778-5083
- Arranges to lock/unlock buildings and classrooms
- Discuss parking permissions
- Needs to be aware of how many people will be on campus
Step 7 – Request Technical Support
- Submit a Technical Request Form (CSR-on campus only), or call +1 (607) 778-5657 for special classroom needs for your event.
- This request should be submitted 2 weeks in advance of your event
Step 8 – Request Audio/Visual Needs
- Submit an Audio & Presentation Media Support Request for special audio/visual needs for your event
- Be sure to include if you need microphones, a PA system, data projector
- This request should be submitted 2 weeks in advance of your event
- Keep in mind, there is no A/V support on nights or weekends
Step 9 – Arrange Catering
- If you need catering for your event, contact Tom Nunn, Director of Dining Services, American Dining Creations
- P: +1 (607) 778-5140, E: tnunn@afvusa.com
Step 10 – Promotion & Advertising
- Consider submitting reminders through the Share Your News form as the event approaches.
- Consider sharing events on social media channels. Contact marcom@sunybroome.edu for more information. Campus clubs and student organizations should contact campuslife@sunybroome.edu.
- Consider making posters, flyers, PowerPoints and more for your event. Visit MarCom’s Publication Templates page for suggestions and instructions!
- If your event is organized by a club or organization, submit an event request through The Swarm.
