Please review this checklist when planning for your student organization events. While many of these steps may not be applicable to your event, it is still helpful to be familiar with these processes. More information on all of these steps can be found in the Student Organization Handbook.
Rooms, Contracts and Payments | Logistics | Promotion | Leading Up To The Event | Evaluation
-SELECT A DATE FOR YOUR EVENT- Review the University Calendar to see if there are any conflicting events.
-RESERVE A ROOM/FACILITY FOR YOUR EVENT- Contact pataf@jhu.edu for non-academic space and scheduling@jhu.edu for academic space.
-REQUEST A CONTRACT FROM YOUR ARTIST/PERFORMER- Make sure your room is confirmed before you do this.
-HAVE YOUR CONTRACT REVIEWED and SIGNED BY THE DIRECTOR OF STUDENT ACTIVITIES.
Allow for at least 1-3 business days to have a contract reivewed.
-REQUEST PAYMENT FOR ALL ARTISTS/VENDORS- For the majority of student groups, this is done through Waqiba Strother in the Office of Student Activities. Allow at least two weeks for checks to be processed.
-ROOM SET-UP- Work with Pat Forster to make sure that tables and chairs, etc. are set up the way you envision.
-AUDIO/VISUAL- If your events needs a sound system, laptop and projector, microphone and podium, etc., this should be done through Pat Forster.
-GROUNDS- For special requests dealing with open spaces, quads, lawns, tents, etc., this should be done through Pat Forster.
-CUSTODIAL SERVICES- For special requests such as clean up and trash, this should be done through Pat Forster.
-ELECTRICIAN- This should be requested if your event has special electrical needs. This is done through Pat Forster.
-SECURITY- Request security through Jane Rhyner in Student Life. Additional security is needed for events with alcohol and/or off-campus guests
-PARKING- If your event requires special parking accomodations for off-campus guests or delivery trucks, etc., please make arrangements in advance with the Parking Office.
-TICKETING- If your event is going to be ticketed, make sure you set up times and places to sell tickets. All money should be deposited through Waqiba Strother (excluding CSC groups).
-CATERING- If your event involves food, make sure you make arrangements in advance with Dining Services or an outside catering company.
-ALCOHOL- If your event is serving alcohol, you must receive permission from the Director of Student Activities, and abide by the university's Alcohol Policy guidelines.
-HOSPITALITY- If your event requires a hospitality area, dressing room, book signing/autograph room, etc., make sure you reserve a separate room.
-LODGING AND TRANSPORTATION- Review the contract rider, and make any accomodations for hotel or sedan service
-MOVIE SHOWINGS- If you are showing a film, and advertising it as a public viewing, make sure you work with Jason Heiserman to purchase the movie from a licensed movie distributor.
-GAMING PERMIT- If your event involves any exchange of money or prizes from games of chance, make sure you apply for a Gaming Permit through the Office of Student Activities.
There are many ways to promote your event on-campus, including:
-POSTERS AND FLYERS- Use the open bulletin board space, but be respectful and do not post over events that have not occurred. For posting in residence halls, work directly with Hanna Von Krause.
-FLASH ADS- Send your designs to advertise@jhu.edu. Here are a few tips to keep in mind when submitting your flash ads:
- Widescreen formats work best, anything in the "portrait" orientation will be distorted and blurred.
- Submit your ads at LEAST 1 week before you want it to air to ensure that it is posted in time for your event.
- Be Creative!
- Powerpoint can be a very powerful and easy to use tool, and almost always looks great on the screens.
- Keep your font size greater than 28 to ensure that it is legible
- Do not send plain Word documents, they look atrocious on the screens and don't grab attention at all.
Please convert PDF files to JPEG before submitting.
-UNIVERSITY EVENT CALENDAR- Submit your event online at www.jhu.edu/calendar
-TODAY'S ANNOUNCEMENTS- Submit your event to web.jhu.edu/announcements/submit. Please do so before 2:00 p.m. (Mon-Fri) if you want it to appear the next day.-NEWS-LETTER ADS- Contact Dr. Bill Smedick about reserving free space, or work with the News-Letter directly for paid avertising.
-CHALKING- For Mattin Center, reserve through Jillian Rickerd. For Levering and Breezeway, reserve through Crystal Williams. Alternative requests should go through Jillian Rickerd.
-TABLING- For Mattin Center, reserve through Pat Forster. For Levering and Breezeway, reserve through Crystal Williams. Alternative requests should go through Jillian Rickerd.
-BANNERS- For Mattin Center, reserve through Eric Beatty. For Levering and Breezeway, reserve through Crystal Williams. Alternative requests should go to Jillian Rickerd.
-MURAL BOARDS- Spaces can be reserved through Hanne Fiore in the Center for Social Concern.
DIGITAL MEDIA- The DMC offers free classes on creative ways to advertise including You Tube, Blogs, WJHU announcements, and so on. Visit digitalmedia.jhu.edu for detailed class listings.
-NETWORKING WEBSITES (i.e. Facebook, MySpace, etc.)- Even though these sites are not related to the university, please remember to post events in good taste.
-ADDITIONAL WEBSITES: The following websites list events and happenings in and around Baltimore. Most of these sites will allow you to submit your events online at no cost.
Baltimore.org
http://baltimore.org/events
Downtown Partnership
http://www.godowntownbaltimore.com/calendar.cfm
Baltimore Fun Guide
http://www.baltimorefunguide.com/
Maryland Nightlife
http://www.marylandnightlife.com/
Baltimore Collegetown Network
http://www.baltimorecollegetown.org/events/find-an-event/
Baltimore City Search
http://baltimore.citysearch.com/find/section/orlando/events.html
Baltimore Sun
http://www.baltimoresun.com/entertainment/
City Paper
http://www.citypaper.com/calendar/default.asp
Baltimore Office of Promotion & The Arts
http://www.bop.org/
Baltimore Metromix
http://baltimore.metromix.com/events
Follow up, Follow up, and more follow up! Make sure to confirm all of your reservations, assure that payment has been sent or is ready for pickup, purchase any last minute supplies or hospitality items, do one more last minute promotion blitz, assure that you have adequate staffing and volunteers, and so on.
Make sure to pull the event planners together shortly after the event to discuss the successes and areas to improve. If you think of a way to do something better, put it in writing. Create a folder for the event and pass it one from year to year.
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