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Event Planning

Like any meaningful project, successful events begin with identifying objectives and allowing plenty of time for planning and preparation. Paying attention to the details becomes critical.

As BYU–Hawaii continues to grow, there comes increasing demands for limited resources. This seems obvious for space and facilities, but it also includes the resources of manpower, equipment, and furniture. From the point of first submitting your request, accurately identifying what resources are needed to support your event becomes just as critical as finding the right space.

Use the Event Planning Checklist as a quick guide. We encourage you to plan for a successful event well in advance so you can enjoy the fruits of your labors.

Planning for Successful Events
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students registering

Event Sponsor Responsibilities

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The event sponsor is the group originating the request. Sponsors vary from university departments and ecclesiastical units to study groups and individuals. The include university and non-university users.

  • Request a calendar date and location (non-university requests may be submitted only 90 days in advance for consideration & review)
  • Identify target audience - estimated number of attendees and type of guests expected to attend
  • Determine event content & talent - must adhere to university policies and Honor Code guidelines
  • Identify adequate budget to host event
  • Produce printed programs, invitations, or promotional material
  • Gain copyright permissions
  • Request resources - FM equipment, media services, etc.
  • Provide seating layouts & program outline
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A calendar book on a wooden desk

Scheduling Responsibilities

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  • Verify the event complies with all university policies
  • Confirm date, space, and resource availability
  • Verify resource requests and communicate requests to resource groups
  • Coordinate and host calendaring board meetings for university resources
  • Final invoicing (if applicable)