Step 1

Start: 12 weeks in advance of event

Think through the goal and logistics of your event. Items to consider:

• What is the purpose of your event? What type of event will this be? (social, lecture, panel, training, etc..) Does the title accurately reflect the purpose?
• Who is your audience?  Do you want the Dean, President or Provost to attend?
• Consider the date, time, location and format. Are you planning to host it virtually, in-person or hybrid? Be sure to check the Sharepoint Event Calendar to ensure there are no conflicting events. Reminder, typically classes are not held on Thursday's from 3:30 - 5:00 pm classes to allow for student event participation. 
• Are you partnering with any WSU school or college, student org or community organization? 
• What external supports do you need for the event? Do you need AV support? Parking? Music? 
• What do you need to order for the event? Food? Give-aways? Decorations?
• Do you need disability access support services?
• What is the budget for the event? What are the anticipated detailed costs of the event? Where are you getting funds to support your event? Have you asked for external funding or in-kind donations? Are you sharing costs with another WSU unit? What index will support costs?

Resources:

• Virtual event planning workbook
• In-person event planning workbook

Action step:

• Review the WSU School of Social Work Event Promotional Request form and gather the required items for your submission. Think through and consider all of the concepts above when drafting your proposal.

Step 2

Start: 10 weeks in advance of event

You have the basic plan for your event laid out and it is time to get down to the nitty gritty. This week you need to secure resources for your event and bring it all together in the WSU Social Work Student Event Proposal form.

Submit the WSU Social Work Event Promotional Request form now

Resources:

• Catering:
  • Catered food over $1,000 must be ordered from Aramark or a waiver must be submitted for a different vender. View a list of additional local food venders for purchases under $1,000. Aramark requires at least 2 weeks notice for food orders.
  • If you are planning to serve alcohol, you must fill out a Request to Serve Alcohol form provided by the Office of Special Events. Please contact 313-577-4585 or screservations@wayne.edu to request the form.
  • If you are hosting an event in a Student Center run space, view university catering and food policies. 
• Decorations: Submit your decoration order requests to your secretary. 
• Disability access support:
  • Do you need to obtain an ASL interpreter for an event? Call Deaf and Hearing Interpreting Services at 248-473-1888 or for Computer Assisted Real Time (CART) Services reporting services contact Student Disability Services at studentdisability@wayne.edu or 313-577-1851
  • Do you need a handicapped parking spot? Contact your secretary for parking in lot 34 (behind the SSW building)
• Cleaning: Do you need a deep-clean of the space before the event? Submit a Building Issues form.
• Doors: Are you hosting an event that requires the Social Work building front entrance or courtyard doors to be unlocked? Complete the Social Work Building Doors Form.
• Honorariums: Are you providing honorariums to speakers? Contact your secretary for the necessary forms.
• IT: Do you need assistance with computers? Do you want to request use of the SSW microphone, microphone stand, and/or speakers? Submit an IT Support and Loaner Request. 
• Parking:
  • Complete the Parking Request form for parking lot #23 is at the corner of Woodward & Palmer. 
  • For parking lot 34 (behind the SSW building) or if you have 11 or more guests, contact your secretary.
• Photography: Are you seeking to hire a professional photographer for your event? If so, view the MAC Photography page for tips and university approved photographers.
• Space:
  • Utilize EMS to view and reserve space across campus. Obtain details on university-wide internal and external event spaces on the DOSO reservations page (view the space profiles in the menu on the left side of the page).
  • Social Work community room: Complete this space request form
  • Email Terri Stubblefield at tstubblefield@wayne.edu if you are hosting an event in the Social Work building to ensure the front desk staff is notified. 
• Sponsors/partners: If you are partnering with a student organization, visit the Social Work Student Event Planning Guide for tips and resources available to student orgs. Be sure to obtain the co-sponsor logo, website URL, and social media handles for marketing purposes.

Action steps:

• Submit your WSU School of Social Work Student Event Proposal form. Your proposal will be reviewed and you will recieve a response within 10 business days.
• Bring it all together. Secure the funding, speakers, supplies, space, food, music, etc..

Step 3

Start: 8 weeks in advance of event

Once your event proposal has been approved, it is time to get your ducks in a row and finalize your logistics and list your event publically. 

Action steps: 

• Utilize funds to purchase necessary items and confirm your location, speakers, etc... 
• Create a sign-in sheet. Be sure to collect at a minimum, names and email addresses for all attendees for reimbursement and documentation purposes. Additionally, you can use this list for promotion of future events.
• Create signs for your event space indicating the event, bathroom location, elevator locations, etc.. If you are using a SSW space and would like to use the 2' x 3' sign and an easel indicating "Private Event", contact your secretary. 

Step 4

Start: 6 weeks in advance of event

Promote, promote, promote! It is time to get the word out to ensure an optimal turnout at your event.

Action steps:

• Share the event via your social channels, email and chat about it with your colleagues, community partners, and students. Create a promotional post on Academica, where you can share to specific groups such as all undergraduate students, employees, etc...

Step 5

Start: Day of event

Have you heard the phrase “pics or it didn’t happen”? The School of Social Work doesn’t only want to promote that your event will occur, but we want to share photos and/or short video clips (60 seconds or less) from your event after it occurs.

Action steps:

• Take a few photos (10 or less is sufficient) and craft suggested post text (don’t forget tags and #hashtags) to Betsy Vanderstelt at fq0994@wayne.edu within a week of your event for sharing on our Social Work social channels. Reminder, if you partnered with another organization be sure to mention and tag them.
• Reminder, collect all attendee contact information for reimbursement and documentation purposes. Submit this paperwork to your secretary and/or sponsor.