Use this checklist to plan orientations, student resource fairs, socials, networking events and other programming designed for PHHP students. Student engagement events often operate on tighter budgets and benefit from Dean’s Ambassador or student volunteer support — factor both into your planning early.
Phase 1: Before your event
Event scope and timing (1–2 months out)
- Confirm the event date with awareness of the academic calendar — avoid exam periods, registration windows and other high-demand student times.
- Confirm the event format and target student audience: prospective students, current students, a specific program cohort or all PHHP students.
- Reserve your space via EMS — HPNP common areas and outdoor spaces have specific booking processes; confirm with your building contact.
- Determine whether the event is drop-in or requires RSVP — student events typically perform better as drop-in with food as a draw, but RSVP helps with catering estimates.
Volunteer and ambassador support (4–6 weeks out)
- Determine whether Dean’s Ambassadors or student volunteers are needed.
- Submit a Dean’s Ambassador Volunteer Request if needed — see Event Support Requests.
- Assign specific roles to volunteers and brief them on the event purpose and their responsibilities — see Day-Of Checklist and Role Assignments.
Budget and purchasing (4–6 weeks out)
- Download and complete the Budget Template.
- Student engagement events often rely on food to drive attendance — budget for this and note that it requires a PAR before ordering.
- Submit a PAR for food, supplies and any printed materials before placing orders.
- Confirm your chart field and spending authorization with your fiscal administrator.
- If the event involves swag or branded giveaways, submit a Swag Request well in advance — see Event Support Requests.
Programming and materials (3-4 weeks out)
- Finalize the programming structure: presentation, activity or social.
- Prepare any materials students will receive: informational handouts, resource guides and sign-up sheets for programs or listservs.
- If the event is a resource fair, confirm participating tables or organizations and assign them space in the room layout.
- Collect swag for giving away to students. You can request additional swag via the Event Support Requests form.
Communications and promotion (2-3 weeks out)
- Send an event announcement through PHHP student communication channels — student audiences respond better to concise, visually engaging promotion; see AI Prompt Templates for short-format copy.
- Submit the event to PHHP’s digital displays — see the Event Tech Guide for submission instructions.
- Promote through student organization group chats or social channels if appropriate.
- For larger events, send a reminder the day before — a same-day or day-before reminder can meaningfully increase student attendance.
Day-of preparation (1-2 weeks out)
- Confirm volunteer arrivals and role assignments.
- Prepare any tables, displays or activity stations.
- Confirm the catering delivery time and set up food before students arrive — food visibility at the door is one of the most effective ways to draw students in.
Phase 2: During your event
Day-of tasks
- Arrive 45 to 60 minutes before the event to complete setup.
- Brief volunteers on their roles before students begin arriving.
- Manage the sign-in process and capture an attendance count.
- Maintain a welcoming, approachable atmosphere — student engagement events succeed when the people running them are visibly present and engaged.
- Monitor food levels and pace consumption if the event runs longer than 60 minutes.
Phase 3: After your event
Immediate follow-up
- Send a follow-up email to attendees with any relevant links, resources or next steps mentioned during the event.
- Thank any volunteers or ambassadors who supported the event.
Wrap-up
- Note the attendance count and any observations about what worked and what could be improved.
- Archive any sign-in records or contact information collected during the event per your department’s data practices.
Last Reviewed: 7/14/26 | Submit a Revision