Event Support

Associated Students, Inc. (ASI) provides an array of support for student events to help make each event efficient and enjoyable for you and your attendees. Below are a few ways ASI Conference and Events can assist you with your event!

Event Support Guide

Are you a registered club or organization that needs help with planning stellar events that leave a lasting impact on your attendees?

Whether you’re organizing a celebration, promoting a cause, or fostering community engagement, here are some helpful tips to ensure a seamless and successful event: 

  • Clearly outline the purpose and goals of your event. What do you aim to achieve? Who is this event for? How can you be inclusive?  

  • Review finance support information on the ASI website:  
    1. Club & Organization Finance Support
    2. Additional Funding Requests
    3. Club & Organization Banking
    4. Club & Organization Budgets
  • Review past event budgets: if applicable, review budgets from similar past events. This can provide insights into spending patterns and help you make more accurate estimates. Take into consideration that costs of goods and services may have increased.
  • Determine your funding sources: allocated council budget, club budget, sponsorships, potential ticket sales, fundraising activities, etc. 
  • Create categories for expenses: Break down the event into categories such as venue rental, equipment, marketing and promotion, catering, decorations, security, and miscellaneous expenses. 
  • Research costs: gather quotes and estimates for each expense category. This may involve reaching out to vendors, checking historical data from similar events, and considering any potential discounts or partnerships. 
  • Prioritize expenses: prioritize your expenses based on the importance of each element to the success of the event. Allocate more funds to critical aspects and be prepared to make adjustments in less critical areas if necessary. 
  • Allocate contingency funds: set aside a portion of the budget for unforeseen expenses or emergencies.  
  • Get approval: present your budget to the relevant authorities or stakeholders for approval. This may include your College or At-Large Council, ASI Student Government, or event sponsors.  
  • Document and share: document the budget and share it with your planning committee. Transparency about the budget helps everyone understand the financial constraints and make informed decisions.  

  • Assemble a diverse planning committee with specific roles such as logistics, promotion, and finance.  
  • Figure out when you’ll meet on a regular basis. Communication is key to make sure deadlines are being met and you’re all on the same page. 
  • Event consultations: confused about how to plan an appropriate event that follows guidelines? Need another perspective on ways to keep your event interesting? ASI’s Bronco Events and Activities Team (BEAT) can provide a 30-minute consultation featuring members of BEAT to offer feedback and advice on how to make your event successful. Please email beat@cpp.edu to schedule an appointment. We highly recommend that you schedule an appointment at least 4 weeks prior to the date of your planned event. 

  • Consider the Cal Poly Pomona (CPP) academic calendar and campus events to choose a date and time that maximizes attendance. Check myBAR and the campus calendar for potentially competing events happening on the same day. 
  • If you’re hosting an event off-campus, consider events that are happening locally. 

  • Start with the event date: begin by marking the date of the event on your calendar. This will serve as the anchor point for your timeline. 
  • Identify key milestones: outline the major milestones and tasks that need to be accomplished before, during, and after the event. This could include securing a venue, promoting the event, and post-event evaluations. 
  • Work backward: start from the event date and work backward to determine when each milestone and task should be completed. This helps ensure that everything is on track as the event approaches. 
  • Consider pre-event activities: break down the pre-event phase into specific tasks such as planning, budgeting, securing permits/approvals, ordering supplies, and coordinating logistics. Assign deadlines for each task. 
  • Promotion and marketing: allocate time for promoting the event. This includes creating promotional materials, launching marketing campaigns, and engaging with your target audience. 
  • Logistics and setup: determine when logistics need to be arranged, such as equipment rentals, catering bookings, and venue setup. Factor in time for any rehearsals or run-throughs. 
  • Event day schedule: create a detailed schedule for the day of the event. Include setup times, registration periods, the start and end times for each segment, and any breaks. 
  • Account for contingencies: build in buffer times for unexpected delays or issues. This ensures that you have some flexibility in your timeline to address unforeseen challenges. 
  • Post-event activities: plan for post-event tasks, such as collecting feedback, conducting evaluations, and finalizing financial reports. This phase is critical for assessing the success of the event and learning for future planning.  
  • Coordinate with team members: share the timeline with your event planning team. Clearly communicate roles, responsibilities, and deadlines. Regular check-ins and updates will help everyone stay on the same page.  
  • Review and revise: regularly review and revise the timeline as needed. Adjustments may be necessary based on changes in circumstances or unforeseen challenges. 
  • Finalize and distribute: once the timeline is comprehensive and well-structured, finalize it and distribute it to all team members. Make sure everyone has access to the most up-to-date version. By following these steps, you can create a detailed event timeline that serves as a roadmap for the entire planning process. This will help you stay organized, meet deadlines, and execute a successful event. 

  • Will your event be indoors or outdoors? How many people do you expect to attend? How will attendees get there? Have you planned for accommodation requests? Choose a location that suits your event’s size and type, considering factors like weather, capacity, and accessibility. 
  • All events, both on- and off-campus, must be reserved through 25Live by your approved club or organization scheduler. 
  • Do you plan to host your event at the Bronco Student Center (BSC) or the Bronco Recreational & Intramural Complex (BRIC)? Check out the ASI Conference & Event Services information page.  
  • Don’t know where to hold your event? Check out this Reservation Helper tool created by SELS. Need extra help with figuring out how your club or organization scheduler can make a reservation? Visit the SELS website.  
  • Holding an event off-campus? Search for Location 999 or Off-Campus on 25Live. Under “Additional Event” information, provide the physical address of the venue. 

  • Large-scale events (200 or more guests): committees must meet with the pre-planning committee with the University Events Task Force. Please email events@cpp.edu to request a meeting. For more information, visit the Safer Return Events website.  

  • Arrange for equipment, catering, and security, ensuring all details, from parking to seating, are considered. Don’t forget to plan for how much people power you’ll need to execute the event! 
  • Some logistics are already provided for you based on the room setup. For example, “smart” classrooms may already have seats, a computer, and screen ready for your meeting needs.  
  • If you are planning an event in the BSC, BRIC, Bronco Commons, or University Park, the ASI Conferences & Events team can help with the following: 

Equipment: Are you not sure how many microphones you will need for your event? Need a way to display your content in the space? Want to know more ways we can help enhance your event experience in our spaces?  

The Conference and Events team can help connect you with our Audio and Visual team for all inquiries. All large requests need to be submitted at least 3 weeks in advance to ensure that the equipment you want is available for your event or to discuss alternatives.  

Customer Service Support: Enhance your events with our Event Liaisons, they are there to handle any extra requests, whether it is ensuring there are enough tables and chairs or simply there to cater to specific needs. What sets us apart? Our team is not only committed to excellence, but is also CPR certified, prioritizing safety and making your event run smoothly and safely! 

Reach out to cedesk@cpp.edu for more information! 

  • Implement a marketing plan using social media, posters, and email newsletters to generate buzz on campus. 
  • Are you in need of marketing services and not sure how to get started? ASI Marketing, Design & Public Relations (MDPR) can help! Please visit MDPR’s website for more information. 

  • Set up a system for attendees to register, streamlining the process and estimating attendance. 
  • If you’re having an event indoors, attendee lists are required which include attendee name, email address, and phone number. Clubs should maintain this attendance list as part of their event in myBAR. 

  • Conduct risk assessments: identify potential risks and challenges associated with your event. This includes logistical issues, weather-related concerns, technical difficulties, and any other factors that could disrupt your plans. 
  • Create a contingency plan: develop a comprehensive contingency plan that outlines specific actions to take in case of various unexpected scenarios. This plan should cover everything from adverse weather conditions to technical failures. 
  • Build flexibility into the schedule: allow for buffer times in your schedule to accommodate delays or unexpected issues. This can help you stay on track even if there are minor disruptions. 
  • Establish communication protocols: set up clear communication and protocols for your event team. If you’re using a text chain, make sure you have access to cell phone service. For example, there are areas in some buildings that do not have great service, including the Bronco Student Center. Ensure that everyone knows how to report issues and receive updates in real-time. 
  • Identify key decision-makers: clearly define who has the authority to make decisions in the event of unexpected challenges. This may be the event committee chairs. Having designated decision-makers streamlines the process of addressing issues as they arise. 
  • Stay informed about weather conditions: keep a close eye on weather forecasts, especially if your event is outdoors. Have a plan in place for adverse weather, whether it involves moving the event indoors or rescheduling.  
  • Coordinate with emergency services: know the emergency procedures and contacts for the venue. Coordinate with local emergency services to ensure a swift response in case of medical emergencies or other urgent situations. CPP University Police can help you plan security and safety detail, if necessary. Check out UPD’s Event Services website.  
  • Train the event team: meet with all event staff and volunteers so you can go over the run-through of the day. Provide training to your event team on how to handle unexpected situations. This includes basic first aid, evacuation procedures, and protocols for communicating with attendees. 
  • Execute with precision: on event day, ensure your team is well-coordinated. Monitor the schedule, address issues, and assist attendees as needed. 

  • Clean up: gather your team of volunteers and break down your event. Clean up all trash and leave the space better than when you arrived.  
  • Get feedback: gather key team members for a debriefing session shortly after the event concludes. Discuss what went well, any challenges faced, and immediate feedback. Gather feedback from participants post-event to evaluate its success and areas for improvement.  
  • Thank your team and volunteers: express gratitude to your event planning team and volunteers for their hard work and contributions. Recognition boosts morale and sets a positive tone for future collaborations.  
  • Collect important documents: ensure that all relevant documents, such as attendance lists, vendor invoices, and receipts, are collected and organized. Upload any necessary documents on myBAR. 
  • Check for lost and found items: conduct a sweep for lost and found items. Submit all found items to ASI’s Lost and Found located in the Games Room Etc. (GRE) in the Bronco Student Center. 
  • Get people paid: if you had contracts with vendors or performers, ensure that all contractual obligations are met. Confirm final payments and discuss any outstanding issues. Make sure artists and vendors get paid. Reimburse anyone who may have purchased supplies for the event. Your club or organization treasurer and event planning leads should review the ASI Financial Services website for more information on the process on disbursing funds from your ASI or Club accounts.  
  • Prepare for the future: create an event report detailing the planning process, challenges faced, and key takeaways for future organizers.  

With this guide, you’re well on your way to organizing standout events that enhance the college experience and build a sense of community.

Cheers to successful event planning!