Planning an event

“Amazing!” “So glad I went!” “That was the best event on campus all year!”

Want feedback like this from your event? It starts with your great idea. But with a lot of detailed planning and preparation. 

We’re compiling the information, resources and links that Bluffton students, advisors, faculty or staff may need to plan an event for an organization, department or performance group. More information is in the works.

Have questions? Contact the Office of Student Engagement at

Steps to plan an event

What is the event?
  • Clarify the goal, purpose and hoped for outcomes of this event.

Where and when?
  • Register your event with the Office of Student Engagement.
    • WHY   By registering your event, you may receive assistance from OSE staff, it will be promoted through the OSE, including on the Student Community Connection email and the online calendar
  • Reserve space for your event
    • Plan ahead. Many spaces on campus are reserved months in advance.
    • Browse the event calendar to see what spaces are available

Create a master plan
  • List and set deadlines for all tasks to complete before, during and after your event.
  • Review all relevant campus policies or expectations
    • Travel policy

Finances and supplies
  • Determine your budget. Consider how you are funding your event. 
  • Is this a fundraising event?
    • If so you must coordinate with Bluffton’s Advancement Office
      • WHY
  • Reserve supplies (if needed)
    Contact the Office of Student Engagement to reserve or access supplies.
    • The Student Engagement Resource Room is full of supplies: from arts and crafts to karaoke machines, board games, tea, hot chocolate, popcorn, plates, cups, s’more supplies, etc., to be used for student events.
    • Additional items to reserve include: 
      • Cornhole boards
      • Giant games
      • Bubble soccer
      • 10x10-foot canopy


Let others know about your amazing event! First, define your target market.

  • If your event is open to the public and requires off-campus publicity, or is a fundraiser:
    • All publicity must be planned in consultation with the PR office.
  • If your event is for Bluffton University student, faculty and staff only:
    • Publicity policy
    • Channel 2