Steps to a Successful Event

Steps to a Successful Event

1. Where do I start?
   1. To plan a successful event, you have to start by first deciding what you want to do at your event. Is this a party for your student club, a departmental meeting with colleagues, or an open mic night for everyone to attend? While figuring out what you want to do, start thinking about the date, time, expected attendance, and location you of your event. Having this information at the beginning stages will make the event creation process easier for you.
2. Find an Available Space
   1. Once you know what is happening at your event, choose a space where you want to hold it. The CRUC has a variety of rooms that can fit all types of needs: from small meetings to large dance parties.
   2. You can see our room options on the CRUC room options site.
   3. Once you’ve chosen your space you’ll need to reserve it through MyUMW (clubs) or 25Live (all other UMW entities). Please see our space reservation page for further instructions.
3. Create a setup
   1. Once your space is confirmed, you’ll want to contact the CRUC Facilities and Events Manager to go over your setup options and and needs. The Manager will advise on all aspects of using the space.
   2. All rooms come with tables and chairs. Some rooms can be rearranged to fit your event’s needs, but Concierge Staff should handle the setup through the CRUC Facilities and Events Manager. Chandler Ballroom comes with additional options that can help make your event work more smoothly. Not all options are available at all times.
4. Audio/Visual
   1. Take time to think what audio and visual equipment you’ll need for your event. Are you showing a film, playing music, or showing a presentation? Does your speaker need a microphone?  Do you need special lighting to showcase what’s going on stage? Contact Events AV directly, or submit a request form five days or more in advance. Audio/visual request forms can be found on the Events A/V website. (note there is a specific form for Chandler Ballroom!).
5. Food and Drink
   1. If you need catering services at your event, you can send a message to UMW Catering. UMW Catering will direct your message to the appropriate planner for your event.
6. Advertise your event!
   1. Now that your details are in place, you’ll want to get word out about your event. You can promote your event in a variety of ways such as reserving a CRUC kiosk, posting a flyer on the CRUC bulletin boards, using sandwich boards, a banner, or a TV ad. Visit the How to Advertise page to find out about the options and respective policies.
7. Final Steps
   1. Your event date is coming up! Around three business days before your event, you should double check with your different contacts (especially setup, AV, catering) to make sure that all of your event details and information are confirmed and approved.
8. Enjoy your event!
   1. You put in a lot of hard work!  It’s now time to enjoy your event and celebrate its success.