Event Planning and Promotion

Events and activities are the primary focus of many groups and organizations at Normandale. Whether you are hosting your own event or co-sponsoring an event with another group, a successful event requires planning in advance.

Review our event planning checklist below to help ensure you are set up for success.

SCHEDULING EVENTS

Before you begin planning and scheduling your event, it is imperative that you connect with the appropriate people to gain approval.

With the exception of small group and business meetings, all on-campus events of a programming nature must be discussed with the appropriate advising department before the event or activity can be scheduled with a Facility Manager.
Off-campus events sponsored by student-activity-fee-funded organizations and student clubs must be discussed with the appropriate advising department before the event or activity can be scheduled.
Activities and events sponsored by recognized student organizations should be reviewed with the following:
- Student Organizations: Organization Advisor
- Student Clubs: Club Advisor and Student Life Program Coordinator
- Other Student Life Budget Committee Activity-Fee-Funded Groups: SLBC Budget Manager/Advisor

If problems arise during your event, contact your advisor or Student Life. Any problems should be noted on a program evaluation form.

Event Planning Checklist

Step 1. Review Guidelines

All parties interested in hosting an event or activity on campus are expected to follow the Campus Event Guidelines in order to preserve and enhance the primary function of the facilities.

Review Campus Events Guidelines

Step 2. Details and Budget

It is important to get in touch with your Advisor and contact a Student Life Coordinator to assist you in organizing the details of the event.

Find Advisor Contacts

Find Student Life Coordinators

Determine Your Estimated Budget

Before you start, talk to your Student Club/Organization about what your budget is.
All events on campus are required to go through Lancer Catering, Normandale's official food service provider.
List all your supplies/decorations needs and each cost per item along with the total.
Please write down cost per item, number of quantities and overall total. Schedule a meeting with the Student Life Coordinator to share your food preferences and supplies so they can request a Purchase Order (PO).
Purchases cannot be made without a Purchase Order being approved - check with the Student Life Coordinator.
Outside food is not allowed. Exceptions are only made when an email approval is made by the Food Service Director.

*Please refer to the Student Life Handbook to review the Budget Template if you need an example.

Guest Speakers/Performers

If you plan to have outside guest speakers/performers, you need to inform the Student Life Coordinator 3 weeks before the event start date so they can work with the guest speakers/performers on completing a contract.

Contracts that are not completed before an event start date will not be allowed on campus.

Step 3. Request Event Space

Only a Student Life Coordinator can request the event space using Virtual EMS. Please work with your Student Life Coordinator to request a room for all events.

Step 4. Pre-Event Program Plan

Meet with the Student Life Coordinator to go through the Pre-Event Program Plan form. Your Club/Organization representative will work with the Student Life Coordinator to fill out the form together. Only the Student Life Coordinator can submit the form.

Step 5. Marketing and Promotion

The last step in the planning process is to advertise your event! Use the following resources and suggestions to effectively spread the word.

Normandale Television

These intercampus monitors are located throughout the campus. Submit any information you want to run with your notices to your advisor to send to Tech Services. Be sure to include the day, time, and location of the event as well as a contact name and email.

Posters and Banners

Contact: The Zone, Clubs and Orgs Office, at 952-358-8127

If you want posters or banners printed, submit a Poster Request Form and your completed poster to be enlarged.

There is a limit of four posters per event open to the campus for each student club/organization. Excessive use may result in a cost for the service. You can get markers, recycled poster board, banner paper, etc., for making posters in The Club Zone, K 1425.

Normandale Marquee

Along the campus perimeter, on the corner of 98th street and France Avenue, is a large marquee. The Marketing Communications Department schedules the use of the entire marquee.

Because there are a large number of groups vying for this popular space, decisions are made on the potential community impact as well as variety.

Submit a request to Marketing Communications if you want to use any of the outdoor signs to promote an event.

Press Releases and Advertising in External Media

The Director of Media and Public Relations provides media relations support for all events on the campus. Weekly releases are sent to a variety of news media. The Marketing and Communications staff would be happy to assist you in publicizing your events and your news.

Things to Remember

Most media require 10 days lead time, so the staff need sufficient time to get your story in the process. Consider photos. These are particularly important if you want to release a story on a student.
Where do you want the story to appear? Many of our students come from out-of-state, and their hometown newspapers are eager to have news. Let us know the hometown.
Releases must by word processed. Include a contact phone number in case we need additional information.
Keep Marketing and Communications informed about upcoming events (two to four months out) and annual campaigns, themes, and plans, since these sometimes can be included in college-side publications that go to the community, recent students and alumni.