Plan an Event
Plan and organize official university events with confidence. This page provides guidelines, tools, and resources to help you navigate budgeting, approvals, contracts and logistics for your event.
Steps to planning your event
1. Select and secure Your venue
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- Determine the type of event: Decide whether it's a meeting, workshop, performance, etc. Consider the specific needs and goals of your event.
- Consider key factors: Think about the date, time, location, number of attendees, room layout, and any technical requirements like audio/visual support and internet access.
- Choose the venue and secure: Decide if the event will be on or off campus.
ON-CAMPUS EVENTS
Contact VCU Event Services or VCU Athletics as needed.
OFF-CAMPUS EVENTS
Refer to the Hospitality Resource Page for venue options.
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- Obtain written confirmation of your reservation, including dates and times. Ensure all details are accurate.
- Review/confirm payment terms: The P-card should be the primary form of payment utilized when possible (including events over 10K). Be sure to raise limits and remove any Vendor restrictions on the P-card in advance by completing the Limit and Restriction Change Form
2. Coordinate event services
- Identify necessary services: Determine what services you'll need, such as audio/visual equipment, catering, and parking, etc.
- Coordinate services:
On-campus events
Contact VCU Event Services or VCU Athletics as needed.
Off-campus events
Refer to the Hospitality Resource Page for venue options.
- Confirm services: Ensure all services and logistics are confirmed in writing. Review confirmations for accuracy. Engage Procurement Services for any required contracts and follow the Hotel/Event Contract Processing Guidelines.
3. Finalize and execute the event
- Review plans and budgets: Check your event plans and budgets for any last-minute changes or adjustments. Confirm all details a week or two before the event.
- Distribute materials: Provide necessary materials (registration badges, show schedule, agenda, event handouts, etc.) to the event team or venue manager to ensure everyone is prepared.
- Day-of execution: Arrive early to verify all services are in place After the event, inspect the space, avoid, excess charges, and conduct a post-event review to capture lessons learned.
