This document is a suggested time line for use in planning an event. It is not a required form and does not reflect the requirements of Student Government Funding for an event exhaustively.

Project Identification

• Identify Event (At Least 7 Weeks Before)

• • Identify subject of event
  • Choose prospective dates
  • Check calendar, Student Life Office, and Student Government for conflicting events

• Identify Goals of Event (At Least 7 Weeks Before)

• • Project estimated attendance
  • Purpose of event

Initial Planning

• Develop Logistical Plan (At Least 6 Weeks Before)

• • Identify required materials
  • Lay out timeline for acquisition of materials
  • Delegate work
  • Check up weekly to ensure completion

• Develop Advertising Plan (At Least 6 Weeks Before)

• • Identify Target Markets
  • Lay out Advertising Budget
  • Consult Student Life Office for Tips
  • Delegate Work

• Project Initial Budget Requirements (At Least 6 Weeks Before)

• • A reasonable Wish List of Expenditures
  • Include Itemized Quotes

• Identify Interested Co-Sponsors (At Least 5 Weeks Before)

• • Reference the Organization List to identify potential co-sponsors
  • Attend your monthly Organization Block Meeting
  • Look outside SG recognized clubs (Residence Life,  Greek Life, Varsity Athletics)

• Reserve Necessary Resources (At Least 4 Weeks Before)

• • All reservations can be made by Emailing Charlene Keith at reserve@lafayette.edu
  • Consider space requirements in the context of your expected attendance

Delivering the Goods

• Finalize Budget Requirements (At Least 3 Weeks Before)

• • Meet with Cosponsors to devise a final Budget
  • Take future events into consideration

• Appeal to SG for Supplementary Funding if Necessary (At Least 2 Weeks Before)

• • Complete SG Budget Committee Supplementary Funding Form
  • Send a Knowledgeable Representative to the weekly SG Budget Committee
  • Supplementary Funding Form and presentation to SG Budget Committee must be completed at least 2 weeks before event
  • All Supplementary Funding must be approved by the SG General Body at a different meeting

• Finalize Set up Responsibilities (2 weeks before)

• • Identify tasks to be completed these include day of set up, necessary purchases, finalized communication, etc.

• Implement Event

• • Complete set up with at least 1 hour of cushion time before the start of the event

Project Wrap-Up

• Analyze (Within 1 Week of Event)

• • Analyze the portions of the event planning that were done well or could be improved

• Record (Throughout Process)

• • All Executive Board Officers should file and organize relevant contact information, time lines, scheduling procedures, receipts, and budgets in their respective binders for use in future years