Event Planning

Drury University supports and encourages students to get involved in student organizations through attending events and activities of student organizations. Through these student organization events and activities, Drury supports and encourages a wide variety of organized out-of-class activities and urges students to get involved, become leaders, and make a difference in their community.

Coordinating Events & Activities

Hosting events and activities is a good way to increase awareness of your organization. Event and activities should be appropriate for the resources and members that are available to be involved and, if possible, on the Drury campus. Event and activities should not conflict with similar student organization events or activities that may split your audience.

Event & Activity Restriction Dates

Drury University regularly hosts special events on campus.  During these events, Student Organizations are encouraged to participate as requested. However, student organizations are not permitted to hold their own on-campus events during special university event days. These days include, but are not limited to:

  • Trustee Weekend (February)
  •  Spring Graduation (May)
  •  First Year Registration Day (June)
  •  Summer Graduation (August)
  •  First Year Orientation (August)
  •  Drury Family Day (October)
  •  Winter Graduation (December)

Before the Event/Activity

The success of your organization's event or activities will rely on how prepared you are for the unexpected. Your organization should try to anticipate everything by systematically following these steps and remaining organized throughout the process.  Avoid last minute stress, anxiety, or even the need to cancel your events or activities by following this planning guide:

  1. Brainstorm Ideas: Keep in mind why are you having the event or activity, the mission of the organization, what your organization can provide to the Drury community, and how you can collaborate with other student organizations to plan an Event & Activity or activity.
  2. Choose an Idea: Choose an idea and make sure that all members of the organization are committed to the idea. You will need the help of your membership to plan this event or activity.  If applicable, work with other student organizations to choose an idea.
  3. Establish a Budget: Establish a budget and determine if your organization has enough money to cover the expenses of the program.  If not, develop fundraising plans.
  4. Develop Timeline: Develop program goals, timelines, and a master task list.
  5. Delegate: Decide how you expect to delegate responsibilities. Communicate often with one another and ensure that everyone is aware of their particular responsibilities.
  6. Register Your Event/Activity: Register your event or activity and receive permission from the appropriate offices. Review the Event & Fundraising Registration Form found in this handbook for more information.
  7. Request Event Security: If your event needs to have extra monitors, contact the Drury Security Office for assistance.  You may also review the "Requesting Event Security" section of this handbook.
  8. Authorization: Always work with the Drury University Security Office when inviting dignitaries or other high-profile performers, speakers, or guests.
  9. Use Contracts: If you require a contract with a deejay, performer, or venue, follow the "Signing Contract Guidelines" listed in this handbook and have the contract approved by the Dean of Students.
  10. Reserve Room & Facility: Reserve a room & facility for your event or activity.  If the event or activity is to be held off-campus, it should still be registered using the Event & Fundraising Registration Form mentioned above. Make sure that the room or location is accessible for students with disabilities. You should not continue with the event or activity planning if you have not received permission to hold this event or activity or are unable to secure a venue.
  11. Equipment: Make necessary equipment arrangements including audio-visual, sound, light, staging, & maintenance.
  12. Make Travel Arrangements: Make travel arrangements, if necessary, for your organization's members or invited guests.
  13. Food & Beverages: Develop a food service plan. This could include ordering from Aladdin Food Services, off-campus catering, or a member potluck. Review the "Food & Beverage Guidelines" section of this handbook for more information.
  14. Develop Publicity & Marketing Develop publicity materials, promotional materials and publicity information. Review the "Publicity for Meetings & Events" section or the "Promotional Ideas" section for more ideas.
  15. Complete Waivers: If event or activity requires waivers or releases, ensure that these are completed prior to the event or activity.  A Liability Release Form and Emergency Information Form can be found in this handbook.

After the Event/Activity

After the event or activity has concluded, your student organization should complete these final and important tasks:

  • Evaluate Event & Activity: Schedule time to evaluate the event or activity to help future volunteers make good choices. You should make sure to keep records of who organized the event or activity, which businesses donated materials, and other relevant information for future use.
  • Thank You Notes: Be sure to send thank yous to everyone who helped with the event or activity.  In addition to being a nice and unexpected gesture, it will also encourage the supporters to participate in your group's event or activity again.