Event Purpose, Date and Approvals

Event planning hinges on establishing the event's objectives and underlying intentions. Once these aspects are clearly outlined, event organizers must proceed to structure the event's foundation, encompassing tasks such as choosing a date, formulating a budget, and ensuring all necessary approval are secured prior to advancing to subsequent stages.

Determine goals and purpose of event

• Define who is your target audience for the event?
  • Projected in-person attendance
  • General public?
  • Invitation only?
  • Promoted on public channels?
  • Age group
  • Students?
  • Produced by an ASU Student Organization?
• What are your key measurements?
• How do you gauge effectiveness?
• How does this event complete the strategic plan?
• How many guests do you plan to attend?

Select date and time

• Consult campus/Barrett/religious calendars when selecting
  • ASU events calendar
  • Religious holidays calendar
  • Barrett Event System
• Think about campus culture/workday schedules when selecting times

• Look for dates when attendees, speakers,

   and spaces are available

Set budget

• Complete sample budget and show possible expenses
  • See Barrett Event Guide [Tab: Budget Planning Checklist]
• More information can be found under the resources section for Budget Resources

Approvals

Event approvals begin by submitting the event in the Barrett Event System through Airtable. All routing and internal approvals are managed within this system, and it provides Barrett-level approval. This step should be completed first.

The ASU Special Events Registry is a separate form that must also be completed to obtain university-level approval. Both approvals are required when planning an event.

• Barrett Event System
• ASU Special Events Registry