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Agency Used:____________________ Agency Contact:________________________________
Agent Phone: ______________________ Agent Email:________________________________
Event Coordinator:______________________________________
Time Line: Step 1 done by ___/____/____Step 2 done by ___/____/____ Step 3 done (Day of event)
Step 1: The Proposal
Program Date:
Time:
Location:
Brief Summary about the expectations of the event:
______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
Proposed Budget: Funding from Student Org Account $____
Expenses: Funding from SOFA $_______
Honorarium ___________ Co-Sponsors:
Lodging ___________ Sponsor______________ Amount$______
Transportation___________ Sponsor ______________Amount$______
Catering ___________ Sponsor______________ Amount$______
Supplies ___________
Prizes ___________
Decorations ___________
Advertising ___________
_________ ___________
_________ ___________
_________ ___________
_________ ___________
Total ___________
Step 2: Plan the Event
Name Responsibilities Contact Info
_____________________ __________________________ ____________
_____________________ __________________________ ____________
_____________________ __________________________ ____________
_____________________ __________________________ ____________
_____________________ __________________________ ____________
Things to take into consideration
Establish a Marketing Plan
Contract for Performers (See your Student Life Liaison)
Reserve Space
Food Services (or Food Service Waiver)
Equipment Reservations
SOFA Funding Request (if requesting more than $500, need 4 weeks notice)
Purchase Supplies & Decorations
Gift card Request need to be in at least 1 week before you need the card to allow student life time to purchase it. If you are planning on being reimbursed, you must save and turn in your receipts.
Confirm arrangements
Step 3: Event and Post-Event
Name Responsibilities Contact Info
_____________________ __________________________ ____________
_____________________ __________________________ ____________
_____________________ __________________________ ____________
Some Things to take into consideration:
On Site Set up
Decorating
Putting up posters
Thank-Yous (Thank you notes are a great way to express appreciation to anyone who you felt was helpful in planning the event)
SOFA Program Report (done 2 weeks after event)
Student Organization Program Planner
Standard Rates for planning your budget:
UIS Rates for Hotels: $90/night Meals for performers: $20/person
Full page Journal Ad for Student org: $262.50 1/2 page Journal ad for Student org: $122.50 1/4 page Journal ad for Student org: $70
1/8 page Journal ad for Student org: $35 Mini Journal ad for Student org: $3.50
8.5x11 Black & White: $0.08/copy 8.5x11 Color: $0.75/copy
11x17 Black & White: $0.14/copy 11x17 Color: $1.25/copy
Media: $45 set-up fee if after hours
UIS Vehicle Charges: $0.28/0.30 per mile
Film Rights: Varies greatly--check with liaison
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