BEGIN PLANNING EARLY!

While all members are encouraged to seek the assistance of SLD and maintain the integrity of the organization, it is the officers who are held accountable for the day-to-day operations of the organization. Club officers will be responsible for being familiar with the information in this handbook. Officers are also responsible for following all financial procedures and policies contained within this handbook and those set by the College and University in the CUNY Bylaws.

The success of your event begins long before the actual date. Start your planning process towards the end of the previous semester. Early planning gives you the flexibility to secure desired venues, obtain required approvals, coordinate with vendors, and effectively promote your event.

Early planning allows for:

• Greater access to high-demand rooms and facilities
• Adequate time for proposal approval and budget processing
• Easier coordination with co-sponsors, guest speakers, or performers
• Enough lead time to resolve unexpected issues without stress
• Pro Tip: Keep a calendar that includes submission deadlines for forms, advertising schedules, and key contacts.

Potential Challenges in Event Planning:

• Room and Facility Conflicts: High-demand rooms may already be booked if you wait too long.
• Solution: Filling out the Event Request form as early as possible – ideally 6 weeks in advance – to increase your chances of securing your preferred space.
• Budget Restrictions: Without early budget planning and purchase request submissions, funding may not be approved in time.Solution: Work with your treasurer to submit the Budget Request and Purchase Request forms 4-6 weeks prior to your event. Ensure contracts (ICA) and invoices are included.
• Solution: Work with your treasurer to submit the Budget Request and Purchase Request forms 4-6 weeks prior to your event. Ensure contracts (ICA) and invoices are included.
• Documentation Delays: Incomplete or late paperwork can result in cancellation or denial of services (e.g., vendor payments).
• Solution: Maintain a checklist of all required documents and deadlines. Submit all forms through City Tech Connect, and follow up with Student Life for confirmation.
• Unforeseen Scheduling Conflicts: Overlapping with midterms, finals, or other large events can reduce attendance or require rescheduling.
• Solution: Check the academic calendar and City Tech Connect’s event calendar before setting your date to maximize attendance. Coordinate with Student Life & Development to avoid conflicts or possible collaborations.
• Marketing Gaps: Without adequate promotion time, you risk low attendance.
• Solution: Submit flyers for approval 4 weeks ahead of the event and use City Tech Connect, social media, and campus media to promote your events efficiently.
• Last-Minute Technical Issues: Equipment needs and set-up logistics may not be fulfilled on short notice.
• Solution: Include tech needs in your Event Proposal. Schedule a tech run-through if possible. Arrive early on the day of the event to troubleshoot.
• Lack of Volunteers or Support: If members are not aware of the event early on, you may struggle to find people to help run it.
• Solution: Assign roles during early planning meetings and send reminders. Engage members by involving them in decision-making and promotion.

Consider the Event Details in the Planning Stage:

1. Effective financial management is imperative to all successful organizations. Recognized student organizations must maintain a record of all monies received and spent. University regulations require that all funds generated by the group through allocation or fundraising be deposited with City Tech’s Bursar's office. Each recognized student organization will be issued an account for depositing funds.
2. What is the purpose of the event?
3. What will you be doing?
4. What date and time do you want to have the event?
5. What room(s) do you want to use for the event?
6. Who is the intended audience for the event?
7. How many people do you expect to attend?
8. Are any other organizations co-sponsoring the event?
9. Will the event require a contract? (e.g., DJ, speaker, musician, etc.)
10. Will you serve food and/or beverages?
11. How will you publicize/promote the event?
12. Which organization officers/members will be responsible for managing the event?
13. Does this event involve any special circumstances?
14. Fundraising?
15. Charitable activities?
16. Off-campus location?
17. Ticket sales?
18. Security?
19. Overnight travel?

Determine Funding for the Event

Be sure that sufficient funds are available for the event. Submit projected expenses, program changes, and contracts early enough to avoid problems; the minimum lead time for submission of purchasing requests is six (6) weeks. All preparations for the event including event proposal, required contracts and other documentation must be completed through the Budget Request and Purchase Request forms and must be submitted to the Student Life and Development on City Tech Connect at least four to five (4-5) weeks before the event.