Our events staff are here to help you make your event great! We can assist you with locating appropriate protocol, inviting VIP’s, promoting your event and point you to resources and tips. Feel free to reach out to us directly for advice or look below for more great event information.
Event Planning Steps and Resources
Here are a few key tips as you plan your event, large or small!
Build a timeline
A timeline can be very different from event to event, depending on the complexity. In general, it takes about 6 months to plan a great event (sometimes a year,
Pick a location
Need to book the AgriLife Center, a conference room or a classroom? Or want to book another venue on campus or in the Bryan/College Station community? We have some advice.
Make an invitation list
Let us know if you’d like the Vice Chancellor to attend, either as a guest or a speaker, by filling out this form. And let us know if you’d like any input on University or System offices to invite. We’ve put together a sample list of guests to consider here.
Promote your event
Send us a graphic, if you have one, and we may be able to help promote your event. Most events can be shared with campus via email, social media
From great caterers to unique rental ideas, we’ve come across a lot of different vendors. We know which ones have done great work for us and which ones aren’t quite suited for our use. Here’s a list of some of our current favorites.
Other things to consider…
Parking, signage, AV needs, campus rules, flag etiquette, hotel room blocks, registration arrangements, etc. Every event is different – so feel free to contact us to bounce ideas off us.
Backing up from the event date, here are some suggested items to plan:
6-12 Months Out
-Serve the date and venue
4-6 Months Out
-Send out save the date
4-6 Weeks Out
-Send out the invitation
1-2 Weeks Out
-Send final numbers to vendors
1-2 Weeks After
-Send thank you notes
Day of Event Schedule
Wondering how you should schedule things the day of your event? Let us know! Whether it is a ribbon cutting, lecture or tailgate, we can help with creating a schedule or provide samples! Please contact Rebecca O’Neal for more information.
Things to consider including in your timeline: welcoming remarks, introduction of special guests or honorees, invocation (if applicable), keynote/speakers, closing remarks (to include appropriate “thank you” to guests, staff, etc.), invitation to a post reception (if applicable).
Invitation Lists to Consider
Depending on the scale and subject matter of your event, it may be appropriate to invite the following offices. Please remember that invitations to any elected official, Chancellor, President or other university official should be routed through the Vice Chancellor and Dean’s office. If you have questions, please contact Rebecca H. O’Neal or Cady Auckerman.
Vice Chancellor’s office
Board of Regents
There are so many wonderful vendors – there’s no way we could list them all! But here are some of our current favorites.
We know that each event is unique and presents its own set of challenges and opportunities. Let us help you navigate them! If you didn’t find the resource you are looking for, please contact Rebecca H. O’Neal.