1. UBSGA Event Planning Guide 1
Updated Spring 2015
EVENT PLANNING GUIDE

2. UBSGA Event Planning Guide 2
Updated Spring 2015
Event Name: __________________________________________________
Date of Event: _________________________________________________
Location of Event: ______________________________________________
Purposeof this event:
Specific goals for this event:
Currentbudget for this event: ____________________________________
Items to be ordered for this event (mustbe ordered at least 4 weeks in
advance):
Checklist of standard event items:
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 General SGA information pamphlet (available from Secretary)
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 Suggestion box and blank sheets of paper
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 Small giveaways/SGA promotionalitems (pens, hand sanitizer, etc.)
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 SGA tablecloth(s)
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 Sign in sheets (available fromCSI)

3. UBSGA Event Planning Guide 3
Updated Spring 2015
Importantthings to consider:
o Does the iPad need to be reserved for this event (contact CSI)?
o How many tables arerequired for this event (contactCSI)?
o What kind of marketing materials should be developed for this event
(posters, socialmedia, etc.)?
o Does the event take place at a time/location when volunteers will be
able to participate?
o Make surea Doodle poll is sent out 1 week beforethe event for
volunteers to sign up (www.doodle.com).
o Survey Monkey can also be used to gauge the opinions of other SGA
members (www.surveymonkey.com).
o If the event takes place in the part of the building that is not the
lobby, a sign should be placed in the lobby of the building to
encouragestudents to participate in the event (a sign should be
placed in the Student Center lobby when Evening Breakfastis being
held on the second floor).
Jay’s and Subway Catering Order Procedures:
Step 1: Obtain a Catering Order FormfromCSI and fill in the event details.
Step 2: Take the form to Jay’s/Subway and ask for help with a catering
order. They will walk you through the items you want to order and then
sign the order form.
Step 3: Give the signed order formto the SGA Treasurer. Oncethe
Treasurer has approved and signed the order form, take the formto CSI.
Step 4: Havean employee in CSI sign off on the order formand keep the
designated copy.
Step 5: Return the completed order form to Jay’s/Subway and havethem
keep their designated copy.
Step 6: Make sureour copy is delivered to the Treasurer to keep on file.

4. UBSGA Event Planning Guide 4
Updated Spring 2015
Amazon Ordering Procedures:
Step 1: Sign in to the SGA Amazon account (contact Treasurer for login info)
Step 2: Add desired items to the Amazon cart
Step 3: Email the Treasurer with the items, prices, and quantities desired
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Description of SGA Events:
Event Name: SGA Sweet Talks (twice per semester)
Location(s): Student Center Lobby or Business Center Lobby
Purposeof Event: To increaseawareness of SGA on campus and encourage
students to join an SGA committee.
Examples of Specific Goals: Handoutat least 50 SGA information flyers to
students and get at least 10 students interested in joining a committee.
Planning Necessary:
o Contact CSI to reserve2 tables in either location specified
o Order somekind of special candy/sweets giveaway to generate
interest in the event. This might include prepackaged candy from
Amazon, cupcakes or cookies fromJay’s, or another sweetfood item
that would attract students to the Sweet Talks table.
o You may also want to order small gift bags that students can use to
carry their items, as well as plates, napkins, cutlery, or any other
materials that might go with the food being offered.
o Develop a checklist for the day of the event so that anyone who
volunteers to work the event can easily set up/clean up.
Event Name: Evening Breakfast(once per semester)
Location: Second Floor Café in the Student Center
Purposeof Event: To providestudents with nourishmentbeforethe
stressfulweek of finals each semester, and remind them that SGA cares
about their health and success.
Examples of Specific Goals: Provideat least 100 students with breakfastand
SGA giveaways in order to prepare them for finals week.
Planning Necessary:
o Contact CSI to reservefour tables at the specified location
o Place a catering order fromJay’s for breakfastitems (pancakes,
bacon, sausage, fruit, assorted juices, etc.)

5. UBSGA Event Planning Guide 5
Updated Spring 2015
o You may also want to order small gift bags that students can use to
carry their items, as well as plates, napkins, cutlery, or any other
materials that might go with the food being offered. Also, make sure
there are plastic tablecloths in stock to use on the food tables.
o Develop a checklist for the day of the event so that anyone who
volunteers to work the event can easily set up/clean up.
Event Name: SGA Fair (onceper semester)
Location: Second Floor of the Student Center
Purposeof Event: To informstudents of projects that SGA is working on
and give them an opportunity to discuss specific issues with committee
members. Extra tables are also available at this event for guests to share
information about relevant events or programs on campus. For example,
the SGA fair in Spring 2015 featured a table for LiveSafe as well as a table
for OTS to answer questions aboutthe new Office 365 email system.
Examples of Specific Goals: Get at least 30 students to submit a suggestion
to the box and give away 150 promotionalitems to students who
participate in the event.
Planning Necessary:
o Contact CSI to reservea minimum of 6 tables in the Student Center
Lounge as well as the Café (1 table for each committee plus 1 for a
guest and 1 for sign in and instruction).
o Place a catering order for approximately 150 people.
o Develop an interactive way for students to earn a ticket from each
committee and/or guest. Once students earn 3 tickets, they can
proceed to the café for refreshments (submita suggestion, like SGA
on social media, answer a trivia question, etc.).
o Develop a checklist for the day of the event so that anyone who
volunteers to work the event can easily set up/clean up.
Event Name: Block Party Table (once per semester)
Location: Gordon Plaza
Purposeof Event: To contribute to the festivities of SEB’s Block Party,
according to the theme decided by SEB each semester. Block Party is a fun,
exciting event that provides students with a combination of free and low-
cost activities. SGA, however, only offers FREE activities for students. For

6. UBSGA Event Planning Guide 6
Updated Spring 2015
example, activities in the pasthave included button-making, decorating
mugs with Sharpies, answering trivia questions to win stuffed animals, etc.
Examples of Specific Goals: Reach 150 students through free activities and
get 10 students to express interest in joining an SGA committee.
Planning Necessary:
o Make sureat least 5 SGA members sign up for set up and clean up
because this event requires a lot for both.
o Locate the SGA banners and tents a head of time.
o Order prizes that will attract students to the SGA table.
o Come up with some interactive ways to engage students at the SGA
table.
o Submit a rundown of the activities offered to SEB for approvalprior
to the event, with enough time to make last minute changes if
necessary.
o Develop a checklist for the day of the event so that anyone who
volunteers to work the event can easily set up/clean up.
The descriptions above are examples of events that SGA has organized in
the past. Below are suggestions thatstudents havesubmitted that should
be considered for futureevents:
o In the past, SGA events havefocused on on-campus involvement.
Students want to see more events that encourage involvement in the
Baltimore community. This involves a lot more planning, so the
Events Committee should startASAP.
o A continuing goal of SGA will always beto increasethe visibility of
our organization on campus. We want the student body to be
familiar with the SGA logo as well as the methods available to contact
us. This can be achieved through stocking up on promotionalitems to
give away at ALL events, a consistentsocial media presence, and
marketing for all events beginning 3 weeks prior to the event.
o Students with disabilities haveexpressed their desireto be included
in more events on campus. The Events Committee should find a
unique way to encourage students with disabilities to participate in
SGA events.
o Ithas been suggested that SGA hostan event lasting several days the
week beforefinals each semester. This event would providea

7. UBSGA Event Planning Guide 7
Updated Spring 2015
common area where students can work in groups, gethelp from ALC
tutors, and enjoy refreshments, allfree of charge.
After each event:
o Assess theeffectiveness of the event. Did you meet the specified
goals? Did the event servethe intended purpose? How can the event
be improved for the following semester?
o The committee chair should put together a summary to sharewith
the restof SGA as part of their committee reportat the next senate
meeting.
o Turn in sign-in sheets to CSI.
o Have the tablecloths dry-cleaned if necessary.