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Event Planning Links

Plan your event at Roanoke College!

Event Planning Tips

  • Start as soon as possible! This helps our on-campus services properly prepare for your event. 
  • When choosing a date, review the College’s academic, athletic, and departmental calendars to avoid conflicts. Keep in mind logistics like budgeting, scheduling, advertising, and campus rules or location restrictions.
  • Avoid scheduling during major campus events or religious/national holidays. Make sure to confirm a backup date with your speaker in the event of any conflicts.
  • Consider collaborating with other departments to share ideas, resources, and audiences for greater joint impact.

Basic Planning Guide by Event Type

Faculty and Staff

Step Action Minimum Notice Links
1 Select a Location & Date ~6 weeks before event
2 Speaker Arrangements ~6 weeks before event
3 Schedule Catering ~6 weeks before event
4 Event Promotion ~5 weeks before event
5 Request Support ~3 weeks before event

Useful Links: 

Students

Step Action Minimum Notice Links
1 Create your Idea & Request Funding ~6 weeks before event
  • Review previous club events and popular activities. Decide the event's purpose, activity (speaker, festival, trivia, etc.), and budget.
  • Check ClubHub for your up-to-date budget. Determine what funds can be allocated to this event. 
  • Collaborative Club Event Program - request partnership with Student Engagment
  • Special Event Funding Request - request additional funding for your event from SGA
2 Select a Location & Date ~5 weeks before event
3 Select an Audience ~5 weeks before event
4 Request Assistance ~1 month before event
5 Schedule Catering ~3 weeks before event
6 Event Promotion ~2 weeks before event
7 Event Preparation ~1 week before event
  • Gather materials - request a Credit Card with Student Engagement, gather items for event
  • Send a DOE (Day of Execution) timeline to event partners (Catering, Event Staff, Stage Tech, Event Planners)

Useful Links: 

Community

We love welcoming members of our community and external groups to campus! From large ballroom spaces to smaller meeting rooms, Roanoke College is a great fit for your upcoming event. Reach out to our event teams below based on your event type.

Summer Camps & Conferences & Multi-Day Rentals- Please reach out to our Community Programs team for more information about our spaces, services, and pricing. 

One-Day Meetings, Special Events, & Monterey Reservations- Please reach out to our Colket Center Staff for more information about spaces, services, and pricing. 

More Information: