Student Event Planning

Plan smarter, stay organized and host safe, engaging events. Use this guide to move from idea to approval and execution with confidence.

  • Set goals as a team and brainstorm event ideas
  • Decide on:
    • Date and time (preferred and alternative)
    • Location/venue (preferred and alternative)
    • Target audience
    • Budget (use the budgeting template)
  • Connect with advisors or MSU reps for advice and direction
  • Start your event approval process by submitting your event in the Student Event Portal, with at least 5 to 10 business days (Monday to Friday) before your event for review and approval.
  • Arrange transportation and certificate of insurance for your vendor(s).
  • Confirm the food and beverages. Contact McMaster Hospitality Services for advice and approval if you have a request outside of the Campus Food and Beverage Policy.
  • Order supplies and equipment — contracts should not be confirmed until the event has been approved and should be reviewed by your organization’s leader. A certificate of insurance is required for any vendor providing equipment/rentals.
  • When you receive your approval code, proceed to request and confirm your event space and prepare any marketing materials accordingly.
  • Advise campus security if necessary.
  • Launch promotion and advertising.
  • Send invitations and start ticket sales.
  • Confirm:
    • Venue setup
    • Attendance numbers
  • Conduct a site visit.
  • Review safety and emergency procedures.
  • Finalize all event details.
  • Ensure all certificates of insurance have been submitted to Enterprise Risk via the Student Event Portal.
  • Recruit and train volunteers and/or staff.
  • Confirm equipment delivery.
  • Prepare:
    • Guest list
    • Waivers/forms
    • Supplies and materials
  • Assign roles and responsibilities.
  • Create event signage.
  • Organize materials (tickets, float, supplies).
  • Confirm arrival times for the team and volunteers.
  • Double-check logistics and setup.

Event Day Checklist

  • Arrive early (first in, last out).
  • Set up and test equipment.
  • Complete decorations and layout.
  • Brief staff and assign roles.
  • Ensure safety readiness:
    • Fire exits known
    • First aid available
  • Welcome speakers/guests.
  • Do a final walkthrough.
  • Stay flexible and enjoy the event!

Budgeting Tips