Carroll Community College

So you want to have an activity on campus? Great! Simply follow these ten easy steps for a successful event:

1. Decide on the type of event you want to host. Ask members of your organization for ideas.
2. Check the college calendar of events for competing activities.
3. Complete a Schedule Master Request form, located at the Information Desk, to reserve space for your activity. The form requires your club advisor's approval, and it must be completed at least ten days in advance of the event.
4. Complete a Facility Set-up Request form, located at the Information Desk, if your event needs tables, chairs, microphone/speakers, etc. The form requires your club advisor's approval, and it must be completed at least ten days in advance of the event.
5. Review your club budget. If the cost of your event $50 or less, you can obtain a Petty Cash Disbursement form at the Office of Student Life. If expenses are more than $50, submit all receipts and invoices to the Office of Student Life at least ten days before you need a reimbursement check.
6. The following are commonly used supplies for student activities. You can purchase the following items at local stores (i.e. BJ's, Target, Giant, Factory Card Outlet, etc.)
   - Plastic table cloths
   - Paper plates
   - Plastic cutlery
   - Napkins
   - Cups
   - Disposable serving utensils
   - Disposable serving platters
   - Food and beverages
   - Small thank-you gift for presenter
7. The following items are available from the Office of Student Life for your student organization to borrow:
   - Four large buckets (for ice/beverages)
   - Two rolling coolers
   - Coffee maker
   - Hot water maker
   - Arrow signs
   - Cash Box
   - Raffle tickets
   - Banner Paper/Marker
8. Publicity! The key to a successful event is getting participation. Here are some guidelines:

   - Begin publicizing your event at least two weeks in advance.

   - Include who, what, where, when and "what's-in-it-for-me" on ads.

   - Your club advisor should e-mail instructors to make them aware of potential noise or space issues, and announce the event in their classes.

   - Make 12 flyers for college bulletin boards. The Office of Student Life must approve all flyers.

   - Make a large banner to hang in the Great Hall. Banner paper and markers are available at the Office of Student Life.

   -Make table tents - 15 for the café, 12 for the Great Hall, and 6 for the Student Center. The Office of Student Life must approve all table tents.

   - Write information about the event on helium balloons and place them around campus.

   - E-mail all club members the day before the event as a reminder.

   - On the day of the event, hand out candy with information about your program attached. Last minute publicity works wonders!
9. Be sure to assign members for your event set-up, introduce the presenter, run the event, thank attendees for coming, and clean up after the event.
10. Immediately following the event, hold a meeting to discuss what worked well and what needs improving for next time. Put this information in writing and keep it in the club file!