Event Planning Workflow

1. Define the Event

Timeline: 1-2 months before the event (depending on the size/scope of event)

• What is the purpose of the event?
• How does the event align with your program/department goals (business purpose)?
• Who is the intended audience? (stakeholders, partners?)
• How many attendees do you anticipate?

• Create event title, date & time
• Craft an event business purpose & programmatic goals/outcomes
• Estimate an anticipated guest list count for budget purposes. 

• Review our resources for Crafting a Strong Business Purpose.
• Learn more about allowable and unallowable expenses

2. Budget Projections & Approvals

Timeline: 1-2 months before the event (depending on the size/scope of event)

• What funding is available? 
• Common Event Expenses/Needs to Consider
  • Venue fees
  • Catering
  • Guest Speakers/Consultants
  • Vendors & Services (photography/videography, music services, photobooth, rentals, etc.)
  • Event supplies & goods (decorations, printing materials, etc.)

• Confirm funding source(s)
• Establish an event budget (an event budget template can be found in the Event Planning Checklist)

• Review our internal Approval Process and Policy

Note: creating multiple contracts, purchase orders, or agreements with the same contractor to stay below approval thresholds is prohibited

3. Event Logistics

Timeline: 4-6 weeks before the event 

• Where will you host your event? Consider the size/scope of the event.
• What will your registration process include?
  • Do you need a check-in procedure?
• Will there be any staffing needs/volunteer support
• What is the event catering, services, and vendor needs
• Will there be any branding needs (i.e., promotional items, Cal-branded decorations ect.)
• Technology requirements

• Reserve a space that meets the event's needs.
• Set up and send an RSVP Google Form and share it with your student communities and campus partners. 
  • Set up and send a call for volunteers
  • Draft a guest list 

• Review our Event Venue Policy and Resources
• Review our Entertainment Policy and Reminders
• Review our Branding Policy Reminders

Note: If guests include spouses/partners, exceptional approval is needed

Note: If your off-campus venue requires a certificate of insurance, you must initiate the request at least 2 months before your event. 

4. Initiate Procurement & Contract Processing

Timeline: 3-4 weeks before the event

• Where will you be ordering your event materials & goods from? What forms do you need to complete to do so?
• Are you contracting any vendors/services for your event? Will a contract be required?
• Is the vendor(s) already in BearBUY?
• Does the vendor require payment before the event?

• Gather quotes from potential vendors to determine the most cost-effective options
• Gather vendor documentation to complete onboarding (if needed)
• Complete procurement forms (EPO, Supplies PO, etc.) 
  • Gather your guest list to attach to your entertainment purchase order forms.

• Review our Procurement Policy and Reminder

Resources and Admin Forms:

• Onboarding New Vendors

• Making One-Time Purchase Requests & Invoice Payments

• Purchase Order for Goods and Supplies

• Setting Up Purchase Orders for services/Independent contractors/Consultants

• Food & Entertainment Purchase Order Form

5. Track Request Approvals & Event Logistics Preparation

Timeline: 1-3 weeks before the event

• Is the event venue confirmed?
  • Are venue configuration/set-up & technology needs confirmed?
• Is signage/branding needs prepared?
• Have vendors/entertainment/supplies been approved/finalized & ordered/delivered?

• Upon receiving request approval communication from the Admin team, follow up with vendors and staff to coordinate final preparation ahead of the event.
• Use the checklist to track your event requests
• Communicate with & confirm event support-staff/volunteers

Reach out to our admin team with any questions related to your request. 

Note: Our standard processing time is 3-5 business days. 

6. Host Event

• Successfully facilitate the event experience!
• Document attendance count & milestones.

7. Close Out Financial & Administrative Event Tasks

Timeline: Within 1-2 weeks post-event

• Are there any vendors that have not been compensated for their services?
• Do you need to process any reimbursements?
• Is there a process for collecting attendee feedback?

• Submit any outstanding invoices to close out financial obligations.
• Submit reimbursements as soon as possible after the event
• Send out a form to attendees to collect feedback?

Policy Reminder:

• Reimbursements: Receipts are required for all expenses, regardless of the dollar amount. Submit reimbursements within 45 days after the expense is incurred

8. Post-Event Review

Timeline: Within 1-2 weeks post-event

• Were the event goals/deliverables achieved?
• How many participants attended?
• What feedback was received? How could the feedback be utilized for future programming?

• Complete Post-Event Summary (in checklist)
• Archive event-related documents for future planning and compliance purposes

Resources:

• Event Planning Checklist (Google Doc)