UAMS Event Planning

Getting Started

Event Idea

The first step to planning an event is to think about why you are having it and what you hope to achieve. These questions should help you gain the necessary focus.

  • What is the goal of your event?
    • To raise awareness?
    • To honor someone?
    • To celebrate an occasion?
    • To present information?
    • To raise funds?
    • To provide continuing education? (Rely on the experts! Contact the Office of Continuing Education to help guide you through the accreditation requirements.)
  • Who is your audience?
  • What is the appropriate venue?
  • Will this event conflict with or be held in conjunction with other campus or unit events?
  • What is your budget for the event?

Helpful Tip!

Check room availability before filling out the submission form. Create a timeline and stick to it. Click here for a sample timeline (MS-Word)

Event Budget

It is important to create a budget during the pre-planning stage. Creating a budget will help you decide if the event is cost effective as well as answer many planning questions. Below is a list of expenses to consider when planning your budget:

  • Space Rental
  • Parking
  • Security
  • Insurance
  • Food and Beverage
  • Rentals (chairs, tables, linens, china)
  • Audiovisual Equipment
  • Staging, Podium, Backdrops
  • Decorations
  • Invitations and Postage
  • Printed materials (programs, posters, nametags, table numbers)
  • Guest keepsake items
  • Lodging and Transportation for VIP guests
  • Honorariums
  • Entertainment

Helpful Tip!

Always include room in the budget for unexpected expenses to allow for some flexibility during planning.
NEXT: Date and Venue