Student Group Event Planning

Planning a successful event starts long before the day arrives — it starts with your budget. Whether you're hosting a small meetup or a large-scale program, understanding how to build and manage an event budget will help your group make informed decisions, avoid financial surprises, and maximize the impact of every dollar.

Why Budgeting Matters

A budget is more than a spending limit — it's a planning tool. A well-developed budget helps your group:

• Design and achieve your event goals by identifying what resources are needed
• Improve decision-making by delegating spending authority and maintaining accountability
• Monitor your group's financial situation throughout the planning and execution process
• Debrief after an event and adapt for future planning

Building Your Event Budget

We recommend following a structured process when developing a budget for any event:

1. Establish Objectives — Define what your event needs to accomplish and what resources are required to get there.
2. Develop a Detailed Budget — Break down anticipated costs by category (venue, food, supplies, marketing, speakers, etc.) and identify expected sources of income.
3. Execute — Track spending as you plan and spend.
4. Revise — Adjust as needed based on actuals, new information, or changes in scope.

Recommended Budgeting Practices

Create an Event Tracker Keep a running log of all events your group hosts. At minimum, your tracker should include the date and time, location, budgeted vs. actual cost, and number of attendees. This becomes a valuable reference when planning future events.

Create a Budget Sheet For every event, build out a detailed budget sheet with individual cost line items. This helps ensure your group is financially prepared and can clearly communicate how funds are being used.

Keep Receipts Save receipts for every purchase — take a photo and upload them to a shared digital folder. Receipts are essential for filing reimbursements and providing proof of purchase.

Maintain a General Ledger A general ledger gives your group a clear picture of your overall financial health by tracking all income and expenses in one place. The Student Activities Office has prepared a simple Ledger Template to help get your group started.

Funding Your Event

Several funding sources are available to help registered student groups cover event costs. Explore the options below to find what works best for your group:

• Fundraising — Learn about approved fundraising methods your group can use to generate income.
• Student Activities Office Grants — The SAO offers grant funding for eligible student group events and programs.
• Other Sources of Income — Additional funding may be available through the Student Services Fee and other related grants.

When building your event budget, factor in which funding sources your group plans to pursue and the timelines associated with each — some grants require advance applications, so plan accordingly.

Finding the right space is one of the most important steps in the event planning process. The University of Minnesota Twin Cities campus has dozens of reservable venues and spaces available to registered student groups, including theaters, athletic facilities, meeting rooms, reception areas, outdoor spaces, and classrooms. In general, Conference and Event Services is a great place to start when looking for venue and space resources.

Before You Reserve - What Are Your Needs?

Once your group has identified a preferred timeframe and back-up dates, determine what reservable spaces will best meet your event needs. Consider the following:

• What atmosphere is needed for your event?
• What size room do you need?
• What audio/visual or other technology needs do you have?
• What have you budgeted for venue and technology costs?

Major Events

A Major Event is an event on campus that has the potential for large crowds, media involvement, and/or high-profile speakers or performers. For the safety of your group, performers, attendees, and the broader community, the University may require enhanced security, emergency personnel, or specific precautions. If you are planning a large-scale event, review all relevant University policies. The Student Activities Office can help you with the review and approval process.

Accessibility

We encourage you to review the Guidelines for Accessible Meetings and Events provided by the Disability Resource Center when selecting and setting up your venue. This will help your student group ensure it is being as inclusive as possible for all potential attendees and group members.

Not All Spaces Are Reservable

Certain areas throughout campus, as well as within Coffman Memorial Union and the St. Paul Student Center, are designated as shared or public space. The following spaces within the Unions cannot be reserved by student groups, University departments, or University guests, nor used to conduct programs or activities:

• The Cube
• Fireplace lounges
• Television seating area
• Corridors (excluding contact tables)
• Lobby spaces

Sidewalks on campus are also not reservable; however, individuals are allowed to distribute information as long as they don't set up furniture or impede traffic flow. Per University policy, groups will need to acquire the appropriate permits related to any food or beverage distribution.

Large Venue Spaces

Large venue spaces should be reserved at least two months in advance. Some spaces, particularly large venues, may be reserved between a semester and a year prior to an event date — it is never too early to begin the planning process. Verify space availability before you get too far into the event planning process, and review all cancellation policies in advance to avoid incurring fees if your group can no longer move forward.

Permits, Permissions & Insurance

Student groups are responsible for knowing and following University policies and procedures, as well as event approval timelines and permit and application deadlines. Applications and permit deadlines vary, and it can take the full approval timeline for a permit to be approved, please plan accordingly.

• Serving food — Depending on the type of food being served, a food permit is required. This includes pizza, potlucks, bake sales, and catering. Forms are due a minimum of ten business days (two weeks) in advance.
• Fundraisers and sales — Review fundraising policies for activities hosted during events and be mindful of your group's classification.
• Alcohol — Groups interested in having alcohol at an event must submit the Alcohol Use Application a minimum of fifteen business days (three weeks) in advance.
• Public performance of films and video games — A public performance license is required to screen films, TV shows, or video games in a public venue. A license agreement must be completed a minimum of fourteen days prior to the event date. See Use of Copyrighted Works for more information.
• Concerts or dances — Contact the Student Activities Office immediately to discuss event plans, security fees, and event policies. You must reach out at least one month in advance of your proposed event date.
• General liability insurance — You may be required to obtain general liability insurance to protect your group and its members. If your group does not have its own coverage, it may purchase a Tenant User's Liability Insurance Policy (TULIP) through Tulip Insurance. Contact the Office of Risk Management at 612-624-5884 with questions.

Be sure to visit SUA Event Services' Permits webpage to learn more about when each permit is required. 

Safety of Minors On Campus

Student groups hosting minors at an event on campus are responsible for being aware of, and in some cases adhering to, the Regents Policy on the Safety of Minors. Groups whose programs include minors attending without an accompanying adult, or that include an overnight stay, must certify that all individuals who will have ongoing interaction with minors have completed the required training and criminal background check. Contact your assigned Student Group Services Advisor for additional assistance.

Creating an accessible event isn't just about meeting requirements — it's about building a welcoming environment where every attendee can fully participate and engage. The skills you develop in planning accessible events will also extend far beyond your student group, serving you well in many areas of life and work.

For a comprehensive overview of accessible event planning, please review the Disability Resource Center's infographic on Creating Accessible & Inclusive Meetings or Events.

Why Accessibility Matters

Prioritizing accessibility in your event planning:

• Creates a welcoming environment that everyone can enjoy
• Ensures all participants are able to fully engage with your event
• Builds transferable skills that extend to other areas of your personal and professional life

Planning Your Event

Accessibility planning should begin early — ideally from the moment you start thinking about your event format, venue, and marketing.

Include Diverse Perspectives Whenever possible, involve people who identify with disabilities in all stages of your event planning. A broader range of perspectives will help you anticipate needs you might otherwise overlook.

Research Your Venue Before confirming a space, investigate its accessibility features and identify anything that may require additional planning. Key considerations include elevator access, wheelchair ramps, accessible pathways and seating, and restroom accessibility.

Create Accessible Marketing Materials When promoting your event, design materials with accessibility in mind. Include online registration that clearly indicates what resources and accommodations will be available, such as closed captioning, food options, and other support. For guidance on creating accessible digital materials, visit the Office for Digital Accessibility (ODA).

At the Event

On the day of your event, take these steps to ensure a smooth and inclusive experience for all attendees:

• Post directional signage and station greeters at all entry points, elevators, and stairs to help attendees navigate the space and direct the flow of traffic.
• Use an inclusive check-in process — consider the height of your check-in table, its location, noise levels in the area, the number of staff present, and the overall flow of the process.
• Brief all staff on accessibility plans in advance so everyone is prepared and knowledgeable before doors open.
• Set up clear, spacious pathways inside and outside the venue to accommodate wheelchair access and reduce crowding.
• Instruct photographers to avoid using flash and to always seek permission before photographing attendees, out of respect for individual preferences and to minimize visual disruptions.

Recommendations

Designate an Access Coordinator Assign someone in your group to serve as your event's Access Coordinator. This person is responsible for receiving, confirming, and tracking all accessibility and accommodation requests before and during the event. Having a single point of contact ensures nothing falls through the cracks and that communication stays organized throughout the planning process. Your Access Coordinator can also manage food accommodations — collecting information on dietary needs such as halal, vegetarian, vegan, and gluten-free options. Consider adding a food accommodation question to your event registration form so you know exactly what your attendees will need.

Use Inclusive Language in Your Event Marketing When promoting your event, invite accommodation requests with clear, welcoming language. We recommend including the following in your event materials:

"To communicate dietary or disability-related accommodations, contact [Event Access Coordinator]."

Contact the Disability Resource Center (DRC) If you have questions or need assistance planning an accessible event, the Disability Resource Center is an excellent resource. Reach them at [email protected] — they offer guidance on a wide range of accessibility topics beyond event planning.

Getting people to show up starts well before the event itself. Effective promotion helps increase attendance, build awareness of your student group on campus, and strengthen your group's identity and brand over time. Whether you're reaching students in person or online, a thoughtful promotional strategy makes a real difference.

Planning Your Promotional Strategy

Before you start designing or posting, take a step back and consider:

• Who is your audience? Understanding who you're trying to reach will shape what you say and where you say it.
• What's your timeline? Build in enough lead time to create materials, get them approved if needed, and distribute them before interest fades.
• What makes your event unique? Lead with the details that will catch someone's attention — what's in it for them, and why should they come?

Promoting on Campus

Posters and Flyers Printed materials are still one of the most effective ways to reach students on campus. When designing yours:

• Keep text brief and divide it into small, easy-to-read sections
• Limit yourself to 2–3 fonts for a clean, professional look
• Always include a link to your event page — a QR code is a great way to do this

Chalking Chalking sidewalks is a low-cost, high-visibility option for short, eye-catching messages. Use large lettering and keep it brief, since people are reading on the move. All chalking must comply with the University Administration Chalking Policy. Note that Facilities Management reserves the right to remove any chalking that does not meet policy requirements.

GopherLink GopherLink is a free platform available to all registered student groups and one of the best tools for reaching the campus community directly. Use it to list your event with all relevant details — date, time, location, and an intentional graphic — and to track attendance and outreach after the event.

Promoting Online

Social media is a powerful and largely free way to reach students where they already are. Here's how to make the most of the major platforms:

Facebook — Create dedicated event pages, post engaging content, utilize Facebook Groups, and consider targeted ads to reach specific audiences beyond your current followers.

Instagram — Use high-quality visuals (tools like Canva make this easier), Stories and Reels for timely content, and hashtags to expand your reach. Tag collaborating groups or campus partners, and use the Highlights feature to keep important event info visible beyond 24 hours.

TikTok — Short-form videos, behind-the-scenes content, and collaborations with other student groups or creators can help your event reach students who may not follow you yet.

X (formerly Twitter) — Great for real-time engagement. Use hashtags and mentions, post event countdowns, live-tweet during your event, and respond to followers to build momentum.

Snapchat — Use Event Stories, create a custom Geofilter for your event, and explore collaborations with campus influencers to expand your reach.

Recommendations

No matter which platforms or tactics you use, keep these principles in mind:

• Be consistent — Regular, recognizable posting builds trust and familiarity with your audience.
• Engage with your audience — Respond to comments and messages to create a two-way conversation.
• Include a call to action — Tell people exactly what you want them to do: register, share, show up.
• Check your analytics — Most platforms offer free insights into how your posts are performing. Use that data to refine your approach over time.

The work of a successful event doesn't end when the last attendee walks out the door. Taking time after each event to gather feedback, review what worked, and document lessons learned is one of the most valuable investments your group can make. A consistent post-event process helps your group grow stronger each semester and sets future leadership up for success.

Why Post-Event Reflection Matters

Even a well-executed event has room for improvement — and your most successful events offer just as much to learn from as your most challenging ones. A structured debrief helps your group:

• Understand what resonated with attendees and what fell short
• Make more informed decisions about budgeting, promotion, and logistics in the future
• Build institutional knowledge that survives leadership transitions
• Demonstrate impact to advisors, university partners, and grant providers

Gathering Feedback

The most useful post-event data comes directly from your attendees, volunteers, and fellow organizers. Aim to collect feedback while the experience is still fresh — ideally within 24 to 48 hours of the event.

Attendee Surveys A short post-event survey is one of the most effective tools for understanding your audience's experience. Keep it brief — five to ten questions is usually enough. Consider asking:

• How did you hear about this event?
• What did you enjoy most?
• What could have been improved?
• Were there any accessibility needs that were not met?
• Would you attend a future event hosted by this group?

Free tools like Google Forms or GopherLink's built-in features make it easy to create and distribute surveys quickly.

Debrief with Your Team Gather your organizing team — including volunteers and any staff or advisors involved — for a debrief conversation shortly after the event. Create space for honest feedback by framing the conversation around learning rather than blame. Useful questions to guide this discussion include:

• What went according to plan, and what didn't?
• Were there any last-minute issues that could have been avoided with earlier planning?
• Did our budget reflect the actual costs and income?
• Did our promotional strategy reach the right audience?
• Were there any accessibility gaps we should address next time?

Reviewing Key Areas

Use your post-event reflection to take a close look at each major aspect of your event planning process:

Budget & Finances Compare your projected budget to your actual income and expenses. Note any categories where you over- or under-spent and document the reasons why. Update your event tracker and general ledger with final figures. If your group received grant funding, review any reporting requirements and ensure all receipts and documentation are in order.

Promotion & Outreach Review your attendance numbers and evaluate which promotional channels drove the most engagement. Note which approaches were most effective for your specific audience and consider what you would do earlier, differently, or more of next time.

Venue & Logistics Reflect on whether the space served your event well. Was the room size appropriate? Were there any issues with audio/visual equipment, setup, or teardown? If you encountered any surprises with the venue, document them so future planners can anticipate and plan accordingly.

Accessibility Revisit any accommodation requests that were made and assess whether they were met effectively. Note any gaps — in signage, pathways, check-in processes, or materials — and identify what could be improved. If your group has a designated Access Coordinator, ask them to contribute their perspective to the debrief.

Documenting Your Findings

Reflection is only as useful as what you do with it. Capture your key takeaways in a format that is accessible to future officers and easy to reference during future planning cycles.

Create an Event Summary Write a brief summary of each event that includes attendance numbers, final budget figures, key feedback themes, what went well, and what to improve. Store this in a shared folder that all current and future officers can access.

Update Your Event Tracker Record final attendance, actual costs, and any notes about the event in your group's event tracker. Over time, this becomes a powerful planning resource that helps future leaders make realistic estimates and informed decisions.

Pass It Forward During officer transitions, make sure event documentation is explicitly handed off to incoming leadership. A well-maintained record of past events is one of the most valuable things an outgoing officer can leave behind.

Planning Ahead

Post-event reflection naturally flows into future planning. Use what you've learned to:

• Set more accurate budgets for similar events in the coming year
• Refine your promotional strategy and start outreach earlier
• Identify venues that worked well and begin the reservation process sooner
• Strengthen your accessibility practices with each event you host
• Apply for grants or funding with concrete data and attendance figures to support your request