Event Planning

Planning an event for your RSO can be an exciting and rewarding process, but also stressful and challenging if you aren't sure what to do. This page was written to guide RSOs through some basic event planning steps. Use this page as a launchpad and consult with

NOTE: The information on this page only applies to events that are planned by a club working by itself or with a UW department, that focus on UW Tacoma students as the audience. These are submitted in 25Live as RSO Requests, at no cost to book. If a non-UW organization will be a substantial partner in the event, or if the audience is from off-campus, you will need to book a sponsored event. Sponsored events require a booking fee, though the rate is discounted from the full external event price. Contact the Office of Events and Conferences for more information.

Whether coming up with a new event or fine-tuning an existing tradition, discuss your ideas as an organization. 

Some examples of topics to discuss:

• Who is the audience?
• Is your event in-person or online?
• What technology or expertise does the event need?
• Will it cost anything to host the event? Where should the money come from?
• Are there other RSOs that might like to collaborate?

It's important to have consensus in the planning process. It may only take one person to come up with an idea, but it takes a team to make an event happen.

As soon as possible, commit to a date, time, and location for your event. Once your group agrees on these details, verify availability in 25Live. If there's a conflict with another event, you'll need to come up with a next-best option. If it's available at the desired time, book the space in 25Live as soon as possible using the RSO Request form. Don't advertise your event until you've confirmed your date, time, and location. 

When you're booking your event in 25Live, remember to include time before and after the event to set up and remove any supplies and decorations for the event.

When checking for conflicts, it's important to be thorough. RSO officers might find the perfect location for a dance, but if they schedule it for the same night as another dance across campus, they could find themselves with fewer attendees than they'd like. Some places to look for events include the Welcome Days Website, the Events page on DUBNET, the University calendar and any RSO social media pages. 

Technology: Hybrid in-person/online events will require a room with a web camera, computer and internet access. Be sure to check a room's amenities before booking, and check the box for Media Services assistance when scheduling the event in 25Live.

If you are hosting your event on campus, there are a variety of event policies that must be followed. Check out the campus Use of University Facilities page and the RSO Resources and Policies page. Both of these pages will have critical information that you will need to be aware of and ensure that your event follows. Our office can always assist with answering questions.

Policies for virtual events are still affected by the policies written for in-person events. Please make sure to double-check the Event Policies page and while you may not be held to the guidelines for campus spaces, your organization's expectations remain the same to any policies governing standards, behavior, or conduct of your members and event attendees.

If you are using an off-campus venue, be sure to ask about any contracts and policies that you need to be aware of. Many venues will have location-specific policies that you must abide by - and a contract that you sign. Some venues will even require event insurance, which your organization would need to purchase.

What kinds of support and needs will your event have? Will you need tables, chairs, or a stage? Will you need special equipment (lighting, audio/visual) or permits for fundraising, serving food, serving alcohol, etc.? If you are hosting an event on campus, most needs can be requested on your space reservation, but some things you may be responsible for getting on your own. If you are hosting off-campus, be sure to ask your venue about any support and/or equipment they will be providing.

Event costs can add up quickly! Take time to develop a budget for your event that accurately estimates expenses. Leave ample room for potential unexpected costs, such as emergency custodial fees if a mess occurs. Ask event venue managers about the fees they have in place. 

If an event will have substantial costs, there are several funding options for RSOs. These include the RSO Operations Fund and the Campus Event Fund. Both require an application to be filled out weeks ahead of the event, so prepare early.

RSOs are also encouraged to seek sponsorship and donations for their events. These relationships are up to the discretion of RSO Officers.

Once you've confirmed the details of your event, it's time to advertise. If your RSO does not have access to personal graphic design software, free premium-featured Canva accounts are offered through the UW Brand office. Consider using this graphic design resource for your promotions.

Your first step in advertising, after submitting a 25Live booking or finalizing your contract with an off-campus venue, is to submit the event to the DubNet calendar. Beginning in Autumn 2025, Registered Student Organizations will be required to post their event to the DubNet calendar if it takes place on campus. Even if your event is off-campus, posting to DubNet is a good idea. New students are encouraged to look at DubNet to learn about campus events, and while Instagram or TikTok advertising work well for getting the word out to friends and followers, it's not as effective at attracting students who may not have encountered the club yet. 

After posting your event to the calendar...

• Submit an Advertising Request through the Registered Student Organizations Headquarters page on DubNet. Advertising requests give Registered Student Organizations access to several methods of providing information to students. These include:
  • The weekly events email newsletter, the Grit List, is sent to all students in DubNet.
  • Slideshow ads on campus TV screens.
  • Re-posts on the Center for Student Involvement's Instagram and Facebook pages.
• Post flyers on campus - follow the posting policies!
• Post on your RSO's social media platform(s)

For more information, please read through the RSO Advertising Resources page.

Even after you have the where and when of your event figured out, there are dozens of additional details that can come up late in the planning process.

A week to a few days before your event, meet with your team and ask these questions:

• What will need to get done at the event?
• Who will be responsible for each job, such as checking guests in?
• Are there jobs only a few people can do? Think carefully about this! If you have food, the server will need to have a food worker's card. If you need supplies delivered, you'll need someone with a car.
• What time should the team arrive on the day?
• Have we filled out our Emergency Management Safety Agreement (EMSA)?
• Are there forms that need to be printed so they can be placed at the event? These will always include the EMSA, but temporary food service permits or fundraising certificates may also be needed if the event features either.
• Are there any unexpected developments that should be resolved right now?

After you've taken care of all the planning, it's time to get to work, have fun, and make your event happen! Be sure to show up a little early to take care of any final details. Make sure you've set up a sign-in table for your event. DubNet allows you to print a QR code for easy guest check-in. The Center for Student Involvement uses event attendance information to request budget funding for Registered Student Organizations--collecting and sharing this information benefits you and clubs like you. 

Most importantly, take a second to enjoy yourself! It's easy to get caught up in the work of planning an event--don't let the day pass you by once it's arrived.