This guide helps Northland faculty and staff plan successful, Northland-supported events. For help at any stage, contact the Marketing & Communications team.
STEP 1: Define Your Goals
Preferred lead time: 4 months
Clarify your event’s purpose and desired outcomes. Identify your target audience. These goals will guide all planning decisions.
Need help? Use our Pre-Planning Guide for Basic Questions to consider key questions.
STEP 2: Choose Date & Time
Preferred lead time: 4 months
Your event’s success starts with choosing the right date. A poorly timed event can lead to low attendance, unavailable resources, and scheduling conflicts. Be strategic:
- Avoid conflicts with major college events, such as EXPO, Orientation, Commencement, or holidays.
- Check the Academic Calendar and College Events Calendar to ensure your date works for your audience and campus operations.
- Think ahead: Will students, staff, or community members be available? Will your space and support teams be free?
Need help? Visit our Best Practices for Selecting Event Dates for expert tips on choosing wisely.
STEP 3: Reserve Space & Tech Needs
Preferred lead time: 2-4 months (or once date is set)
Submit the Campus Event Request form for supervisor approval. Once approved, it is automatically sent to Facilities to confirm space and staff availability, and then to the Room Scheduler for space reservation and any necessary facility and technology setup requests.
After approval, move to Step 4.
Important: Do NOT begin promotion until your event is officially approved via the Campus Event Request form. Once approved, you’re cleared to begin Step 4: Promote Your Event.
STEP 4: Promote Your Event
Preferred lead time: 2-4 months
Once your event is approved, Marketing & Communications may offer promotional materials and event planning support based on availability and strategic priorities. If appropriate, a meeting may be scheduled to align on goals, audience, setup needs, and promotional strategy.
Allow 8–12 weeks for full support. Less time may limit available services.
Optional but helpful:
- Complete the Marketing Pre-Planning Questionnaire
- Submit at least 6 weeks before your event.
Add your event to the events calendar:
- Post Event to Calendar
- Or Marketing can post it after your planning meeting.
STEP 5: Order Food & Beverages
Preferred lead time: 1-2 months
Whether you’re serving coffee and donuts or hosting a formal meal, food service requires thoughtful planning and coordination. Dining Services offers a range of catering options to fit your event’s needs — but timing is everything.
Submit your catering request early to allow time for:
- Menu planning and customization
- Proposal review and adjustments
- Vendor ordering and delivery
- Staffing and setup coordination
Important Deadline: Your final guest count is due 10 business days before your event. This ensures accurate food quantities and staffing.
Tip: Even small or simple events need lead time. Submitting your request at least 5 weeks in advance helps Dining Services deliver a smooth experience.
STEP 6: Execute Your Event
The day is here! Share plans with your team early so everyone knows their role. Good preparation helps the day run smoothly.
STEP 7: Debrief & Evaluate
Timeline: Within 1 month after your event
Take time to reflect on your event while it’s still fresh in your mind. This step helps improve future events and ensures your efforts lead to meaningful outcomes.
- Gather feedback — From attendees, staff, and vendors.
- Review your goals — Were they met?
- Assess logistics — What worked? What didn’t?
Ready to evaluate? Click the button below to begin:
Saying Thank You. Don’t forget to send thank-you notes to sponsors, staff, and special guests who helped make your event a success.