Day of the event
We advise groups to follow up with all offices and vendors at least one day in advance to confirm any services to be provided for the event. Also, communicate clear expectations to members of your group with specific event responsibilities. It is also recommended that you send out reminders to potential audience and group members to encourage their friends to attend your event.
You should plan to arrive approximately an hour before your event is scheduled to start. This gives you plenty of time to make sure everything is ready and all services have been provided. It is a good idea to bring contact information along with you to the site so you can communicate directly with your vendors if they are running late or are unable to locate your room. Conduct tests on all audio/visual equipment to make sure everything is in proper working order.
Make sure that when your event begins, you are ready to greet people attending and make everyone comfortable. Please pay particular attention to invited guests. Sometimes, non-students can feel a little self conscious about attending an event sponsored by student organizations, so please take the initiative to introduce yourself and encourage others in your group to create a welcoming environment.
While the event is going on, make sure everyone stays on schedule. Keep a record of how many people attend your event. Also, take the time to enjoy yourself and take pride in what you have accomplished. After the event concludes, please make sure someone from your organization stays until everyone attending the event has left the venue. You should recruit members to help you clean up and put the room back in the condition in which you received it.