Virginia Commonwealth University College of Humanities and Sciences

Planning events

Are you interested in holding a conference or guest lecture at VCU? Review our tips and resources for planning an event and download our planning checklist and budget worksheet .

• Venue and space considerations – How many people are attending? What is the best location? What multimedia requirements do you have? Do you need custom lighting or sound systems? These are all questions you should take into consideration when looking for an event location. But most important, reserve your space early to ensure you secure your preferred venue.
• Food, beverage and caterers – Whether you’re planning on a multi-course dinner or hors d’oeuvres and drinks, we can help you find food and beverage providers both on campus and throughout the city of Richmond.
• Entertainment – Have you thought about including guest speakers or musicians to complement your event? Consider the activities you’ve planned and whether entertainment would help round out the event.
• Travel needs and guest accommodations – While there are many local guest speakers and musicians, you may want to bring someone in for your event. If so, you’ll need to decide what travel and housing arrangements are required.
• Awards – If you’re planning an awards ceremony, you may need to find a vendor to manufacture an award or certificate. You’ll need to know how many you need, as well as whether any special set up will be needed in the venue.
• Gifts – If you want to provide gifts for attendees, it’s important to consider your budget and what is appropriate for your guests.
• Registration and RSVPs – An accurate headcount is often necessary when planning your event. You may want to distribute a response card or you can set up an e-commerce account to collect RSVPs and registration fees online.
• Publicity – Think about the best way to reach your audience and what methods suit your budget. Mail and e-mail campaigns, posters, Web sites – all are great ways to help raise awareness of your event and encourage people to attend.

For more assistance with planning your event, contact Shirley McDaniel at srmcdani@vcu.edu to learn how to get started.