University of Baltimore | Groups



Event planning can be one of the most enjoyable parts of being a member of a Student Organization. Whether an organization is organizing a meeting, event or small program, some aspect of planning is involved and it is imperative to have a planning process. CSEI has created a student organization pre-approval form that will allow student orgs to request approval to hold on-campus student events. This form is required to host an in-person event on campus.

In-person events and gatherings may be permitted if in compliance with City and State guidance and with approval of this form.

  • Each event shall be evaluated and approved on a case-by-case basis by the Office of the AVP for Student Success and Support Services.

If this request is approved, Student organizations must request space via VEMS and complete the CSEI Event Request form, as well as to comply with all current campus public health protocols (see for updates).

For step by step instructions to create an event on CampusGroups, please click the link below:

The Basics of Planning an Event

  • Research and organize ideas and costs.
  • Submit budget request at least 4-6 weeks in advance and stay in allocated budget window.
  • Complete all forms necessary for room reservations, catering or use of outside vendors at least 4-6 weeks in advance.
  • Schedule volunteers to facilitate event at least 2-4 weeks in advance.
  • Execute event.
  • Assess the event for future reference at least one week after event.
Planning the Event

Start with a Clear Goal

Organize your thoughts and ideas to figure out what the goal of the event is. Learn who your team mates are and work with them to set your goal as a group and for the event. Think about all that is involved in planning the event and what resources you will need to execute everything properly.

What Do The Students Want?

What are you hearing from the students? It is a good idea to figure out the interests of your student body to know what kind of events should be planned. Who are you targeting and why? Brainstorm who you will need to work with to achieve success.


Ask yourself "Why". Every event should have a purpose. What are you trying to accomplish with this event and will it reflect your groups vision? Why does your team want to plan this event and how is it useful to the students?

Turn Your Light Bulb On!

  • Remember your clubs mission, vision, values and goals.
  • What promotional items will you need? Flyers and social media are always helpful!
  • Anything is possible: Be creative and fine tune details with your team.
  • After brainstorming, start narrowing your ideas based on the event goals, time, location, budget and staffing.
  • Make sure all of your team members have a role to play.

Start The Planning Process

  • Use an event planning guide to keep your event details organized and in one place.
  • Set the budget and stick to it. Discuss with your team if there is a need for more funding and where you can receive it (think co-sponsorships or fundraisers).
  • Reserve space and set time for the event. Always have a rainy day location! Just in case.
  • Make sure all promotional items have been created and ready for distribution 4-6 weeks before the event date.
  • When contacting vendors, make sure they are aware that payment can take up to 6-8 weeks from the University.

Double Check Everything!

  • At least 3 weeks before your event, make sure promotional items are distributed, vendors are followed up with and necessary forms are turned in.
  • Daily Digest request submitted?
  • Has your event schedule been discussed and given to your group?
  • Are all parties involved and know their roles in the event?

Event Day

  • Arrive early.
  • Make sure the group knows when to show up and what their responsibilities are.
  • Enjoy your hard work!
  • Don't forget to clean up and thank all those who helped out, including the vendors or outside parties.

Follow Up

  • With your group, discuss what went well and what could be improved.
  • Reflect and use those notes for future reference.
  • Use assessment tool to keep track of event progress and data.