Cherry Blossoms

Event Planning

Page last reviewed on 04/04/2022. Pages are reviewed annually.

Whether you are unsure where to start, or you have a clear vision for your event but need some guidance, our Production Timeline and Responsibilities Template will help guide you through the whole process. Please update and reference throughout your event planning and execution.

If you are struggling with your event planning, please submit a Project Inquiry Form and the College’s Marketing team will contact you for support. Note that event planning support is limited and only available per the Team’s workload. UW Event Services is another resource that may be able to assist in your event planning process.

In deciding when to host your event, the CAS Events Calendar Heat Map can be helpful. 

Budget

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Event costs can stack up quickly so it’s a good idea to establish a budget from the beginning. Be sure to involve all relevant budget approvers early in your event conceptualization and planning process. When planning the budget, ask questions such as: 

  • Who is expected to pay for this event?  
  • What budget numbers and task/option/project codes are needed when recording purchases? Be sure to share this information with those who will be making purchases. 
  • Who are the budget approvers for these budgets and what information do we need to convey with them?

Marketing or Advance Support

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It is likely that you will need some sort of Marketing support for your event from promoting the event, providing design elements, to creating an email or invite list. Be sure to submit a Project Inquiry Form (PIF) well in advance. Due to supporting 39+ departmental partners, we can only support your event when given at least an 8-week lead time.  

Venue & Catering

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For an extensive list of vetted locations for your event, please refer to this resource from UMAC: https://www.washington.edu/marketing/events/venues/

While the HUB and other locations on campus are excellent resources, there are some locations that are a bit more relevant to Arts & Sciences. Consider looking into these locations when planning your venue:

For an extensive list of vetted caterers for your event, please make use of this resource from UMAC: https://www.washington.edu/marketing/events/catering/

 

Please contact the Advancement Services team anytime at CASadser@uw.edu with questions or for more information.