University Communications

Basics

Illustrated checklist and pen

Planning Your Event

If you aren’t sure where to start planning your event at Portland State University, here are some tips:

Start by writing a brief description of your event, noting when you would like to hold it, how many people you hope will attend and why your event will be important to attendees. These are common questions you will get during the planning and promoting process. Having answers ready will be helpful to everyone involved.

Let your department manager or organization advisor know you are hoping to hold an event. They are your first contact for time and date conflicts with other department events, questions about how events are funded and what resources are available within your area.

If you need a campus venue to hold an event – and most events at PSU do –  fill out the Campus Events Inquiry form. It will put you in touch with the planners in PSU’s Campus Events & Student Union (CESU) office. The folks there can help you find an appropriate room or venue, schedule a date and point you to catering and AV options. CESU can also advise on potential conflicts with other campus activities and suggest ways your event can be more successful (such as recommending a time of day that has worked best for similar events in the past). If you feel your event is still “too rough” to properly fill out the inquiry form, you can email Campus Events, call 503-725-2663 or visit them in Smith Memorial Student Union, Suite 119 (off the Broadway lobby).

Once you have a time, date, place and basic information ready for your event, it’s time to start planning your promotional activity.

Before You Start Promoting Your Event

Before you start promoting your event, gather the following critical information and materials:

  • Name of event
  • Time and date of event
  • Location (include room number) and/or link to virtual event
  • Ticket information, if relevant. (All campus events using tickets, whether free or paid, can contact the Box Office for more information on issuing tickets.)
  • A brief description of your event. Include what participants can expect, why it would be of interest to audiences. Include any prominent speakers, bands or activities you are promoting. A description of 50-70 words is usually best. Having this description ahead of time will make it easier to submit to newsletters, calendar entries and you’ll be ready to share with potential partners. 
  • Who is sponsoring/hosting the event and contact information for potential attendees who want to learn more.
  • Information on special accommodations, like accessibility and dietary needs. All events should be prepared to handle accommodation requests. 
  • An image, a photo of the speaker or group, or perhaps a photo of a past similar event. Images should be under 1MB when possible. Keep video clips short. For accessibility purposes, put very little or no text on any images being used for digital marketing.
  • A printed flier for posting on bulletin boards and other locations.

Think About Accessibility: Highlights from the Inclusive Guide to Meeting, Events, and Conferences

When planning an event at PSU, please review the Inclusive Guide to Meeting, Events, and Conferences provided by PSU’s Office of Global Diversity & Inclusion.

Assign a Coordinator

PSU’s Inclusive Guide to Meeting, Events, and Conferences recommends assigning one person to coordinate accessibility and accommodations. Assigning one person to this task will streamline the event planning process.

Accessibility and Inclusivity: Things to consider while planning your event

  • How date and time impact the attendance of those with accessibility concerns (consider any conflicts with religious holidays or days of observance, for example)
  • Is the venue easy to access for a variety of impairments
  • Accommodation requests
  • Menu considerations to meet various dietary needs
  • Having a diverse representation on any panels or discussions
  • Preparing your space for accessibility (consider furniture layout, traffic flow, reserved space for those in wheelchairs, etc.)
  • How to make your event content more accessible, such as adding captions to online videos, involving an interpreter or adding easy-to-follow instructions and signage

Have questions? Reach out to the Disability Resource Center (DRC) via phone at 503-725-4150 or email and the office will be able to assist you with inquiries regarding accessibility and accommodations. The DRC is located in Smith Memorial Student Union, off the Broadway lobby.