Planning Guide
Student Union staff are available to assist with your next event.
POLARIS
noun / poh-lair-is, -lar-, puh- / [North Star, Guiding Star, a Ursae Minoris]
7 Steps for a Successful Event
Like its namesake, POLARIS will guide you through successfully planning your next event!
P
Plan
Brainstorm ideas for an event – When? Where? For Who? For what purpose? Will food be provided? Any activities?
Think big, but also be realistic!
O
Organize
Divide tasks into manageable parts – venue; catering and vendors; university forms; costs and funding.
TIP: Don’t become overwhelmed! Delegate tasks to other members within your organization.
L
Logistics
Start working on broader tasks ASAP – set the budget; request the venue; decide on a caterer and contact vendors; identify any regulations that are set by UTD which may restrict your event.
A
Arrange
Arrange plans for the smaller details – venue setup style and additional equipment; decorations; catering menu; event schedule; other details needed for your event.
R
Regulations
Complete forms required by the University for your event — contact the Student Organization Center (SOC) to determine which forms you need and review the Student Union Reservations and Operations Compliance (SUROC) Guidelines (pdf)
I
Identify
Identify any details you may have missed — parking passes for guests and vendors; enough tables and seating for food and people; schedule for volunteers to work the event if needed.
S
Share
Once you receive your reservation confirmation from the Student Union Reservations Team, you can then share your event!
TIP: Promote your event frequently over social media and check out the printing services offered by the SOC!