Plan an Event at Palo Alto College

To plan a fun and successful event on Campus, the Student Activities staff would like to offer you a few suggestions to make your planning experience easy and enjoyable. Here are some tips you should consider:

1. Allow time to plan an event. Planning is the most crucial and time-consuming aspect for any type of event. The earlier you start, the more likely you are to secure your preferred venue on a particular date and develop a successful event.
2. Budget! Have dollar figures in mind when you plan. You should be able to build a budget based on your event plan.
3. Reserve a room based on the number of attendees you realistically expect and best fulfills the purpose of the event. You don't want to crowd your guests and you want to accommodate all the activities during your event. The Student Activities staff can offer suggestions.
4. A Student Activities Request Form (link this form here) must be filled out to reserve a room. Request must be submitted for review, a minimum of three week prior to function.
5. Ordering equipment and determining a room's furniture placement will be simplified if you plan in advance how you want the room to look and discuss it with the Student Activities Staff. Include what elements you feel are necessary such as food tables, staging, podiums, sound equipment, etc.
6. Event Planning Questions You Can Prepare For:
   
   • Date of event
   • Purpose of Event
   • Event Start Time and End Time
   • Number of People Attending
   • Room Preference
   • Event Name
   • Sponsoring Group
   • Event Type (meeting, banquet, special event, etc.)
   • Event Agenda
   • Equipment, including tables, chairs, and Audio Visual needs.
   • If the event involves food.
   • If the event is in need of special sound.

Additional Tips for Throwing a Successful Event

1. Plan ahead. We can't say this enough! You should contact the Student Activities and Food Service 3 to 12 months ahead of time for any sizable event, such as a banquet, dance, conference, concert, or other event where more than 100 people will be attending. Do this before you send out invitations or advertisements.
2. Be prepared if your event is outside. Consider renting a rain site or tent for bad weather. Don't forget you will also need garbage cans, and possibly fencing, electricity, heaters, extra lighting, or extra ice.
3. Read contracts carefully, even the boring parts. It will save you money and headaches down the road. The contract is what the facility or business will provide for you; if you don't see something on the contract, you won't see it at the event. It also states what your obligations are, which are very important to know.
4. Find out the maximum capacity of the room for the way you want it set before you invite people. Buffets, stages, award tables, etc. all take space away from the room, which will affect how many guests the room can accommodate.
5. If money is tight, seek donations or co-sponsorship. Some companies, such as florists and caterers, may be willing to donate their product in exchange for advertising. Look up alumni associated with your organization and ask for their help.
6. Negotiate with caterers. Most will customize menus and many will negotiate prices. They can do more for you if you give them a budget to work with. Make sure you are clear when discussing prices; a "per person" price is usually just for food and does not include delivery, service, china, linen, or decoration.
7. Think about paying for extras that will make your event a success. Rental of items like dry erase boards, professional sound equipment, or extra servers could make a big difference in the success of your event. Linen, decorations, and extra lighting may go far in giving you the ambiance you want.
8. Ideas and tips for inexpensive centerpieces or room decorations:
   
   • Spring, summer, fall, or winter themes are inexpensive (use seasonal food and flowers, find things outdoors that represent the season)
   • White is usually less expensive than color when dealing with linens, so use white with judicious use of colored accents
   • Simple and plain is usually most elegant
   • Rent extra plants for a large or plain room
   • Make sure guest table centerpieces are either very low, or extra tall and somewhat see-through so your guests can talk
   • Purchase items that your organization can re-use many times, as opposed to poster board and glitter
   • Try white or colored strung lights (like Christmas tree lights) instead of candles
   • Rocks, sand, shells, leaves, fruit and vegetables can be very inexpensive and versatile
   • "World travel" themes can be inexpensive and easy if you use items you already have at home; suitcases, maps, passports, binoculars, vacation photos, beach gear, skiwear, etc., can be used in a lot of different ways.

Planning Fundraising Events
An Application for Fundraising Projects (add link here to application) must be submitted to the Office of Student Activities in order to receive permission to hold the function on campus. All such applications must be submitted to the Office of Student Activities a minimum of seven full school days prior to the requested event date. A five-day notification to the PAC cafeteria food service period is required as part of contractual agreement by the ACCD. This requirement will be strictly enforced.

Student organizations are allowed to have 2 “Hot Food” sales per semester. “Hot Food” sales include grilled and non-grilled items. A grill is available through the Facilities Office. A Student Activities Request Form (link this form here) must be submitted 14 days prior to event/activity to request the usage of the grill.