Event Planning and Promotion

Events and activities are the primary focus of many clubs and organizations at Normandale. Whether you are hosting your own event or co-sponsoring an event with another club or org, 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
  - Phi Theta Kappa (PTK)- Renee Cortez Rackley and Rin LaJoy
  - Student Senate- Genna Lawler and Jordan Shoulders
  - Normandale Program Board (NPB)- Genna Lawler
- Student Clubs: Club Advisor and Student Life 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 coordinator.

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.
Please fill out the Pre-Event Form to share details about your event with Student Life coordinators.
All events on campus are required to go through Tiffin Man Catering, Normandale's official food service provider.
If your club needs to request funds, please fill out the Lead Funds Request Form.
List all your supplies/decorations needs and each cost per item along with the total.
Please list 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 plan to purchase these items for you).
Purchases cannot be made without approval - check with the Student Life Coordinator. Lead Funds Requests are approved by Student Senate during their weekly meetings.
Outside food is not allowed. Exceptions are only made when an email approval is made by the Food Service Director Chris Mikkelsen.

*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 4 weeks before the event 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

Student Life Coordinators can request event spaces using Virtual EMS. Some students may have access to this system in their roles within organizations. Please work with your Student Life Coordinator to request a room for all events.

Questions about room reservations or need recommendations?

Kopp Student Center
- Campus Event Coordinator: Rachel Seleski-Johnson- Rachel.Seleski-Johnson@Normandale.edu
Other Academic Buildings
- Scheduling Analyst: Rob Brace- rob.brace@normandale.edu

Step 4. Pre-Event Program Plan

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

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 or Student Life coordinator 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, please use printers located around campus or with your Student Life Coordinator for larger sizes. There is a large format printer located behind the Kopp Student Center desk that your coordinator can help you use to print.

There is a limit of eight posters per event open to the campus for each student club/organization. These posters must be stamped at the Kopp Student Center Information Desk for approval on campus bulletin boards located in the Science Building first floor Hallway and Library Buidling. 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 Zone, K 1425.

Please share posters in advance of your events and remember to remove them after your event is finished.

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.