1.) Define Your Event

The first step in event planning is to define your event—it’s purpose, the best ways to achieve this purpose, and what resources are available to facilitate this purpose.

2.) Select a Date and Location

Next, you’ll want to ensure you’ve secured a date and location for your event. Before selecting a date, be sure to consider some key details, such as, availability of those you’d like to attend and conflicting campus events such as St. Pat’s Celebration, graduations, or Homecoming. Once you’ve selected a date, you’ll need to reserve the location. Consult with Event Services to ensure you are reserving your desired space and what equipment needs you may have.

3.) Determine Your Budget

In determining your budget, you are determining the financial recourses that are available to you. The biggest portion of your budget will usually go to the following:

• Food and beverage
• Guest speaker/entertainment
• Equipment and decorations
• Facility rental

Carefully consider the financial resources you’ve budgeted during each step of the event planning process. You’ll want to keep in mind that other expenses may pop up and you’ll need to plan accordingly.

Most of all remember, follow up and stay calm!

Use a Timeline

Consider the active planning time you have between when you begin planning and the actual date of the event. Using this as a guide, work backwards and map out a timeline for yourself. Giving yourself due dates to get each arrangement booked or completed will help you stay on track and avoid missing details, unavailable resources, and late fees.

Invitations

Invitations to events can take many forms. If your event is more casual in nature, you might consider inviting guest in the following ways:

• Email
• Website and/or social media
• Flyers, posters, or handouts

If your event is more formal, you might consider inviting guest with a printed invitation.

Tip: Remember to request dietary restrictions and special accommodations from your guests for every event.

Promotions

How do you plan to promote your event? Try using Facebook, Twitter, Instagram, TikTok, or Snapchat. Word of mouth is always the best. Create effective signage for your visitors. This will alleviate frustration on where they should go for your event.

Lodging

Consider choosing accommodations near I-44 for easy access to your guest. Area hotels provide a wide variety of amenities ranging from free continental breakfast to a nice relaxing pool.

 

This is a list to get you thinking about what planning items will go into your unique occasion.

12 – 6 Months Out

• Determine event dates
• Identify planning committee and/or volunteers for planning process
• Establish planning meeting frequency and times: schedule remaining planning meetings
• Develop goals, objectives, program outline, and key communication messages for printed and web-based materials
• Develop budget (estimated vs actual)
• Submit and confirm venue reservations (select rain back up if outdoor event)
• Submit and confirm lodging reservations
• Identify constituents for guest list
• Confirm date with VIPs
• Identify and contact possible emcee, keynote speakers, etc.
• Prepare budge estimate
• Develop invitation list
• Confirm invitation list for events and meals –don’t forget food restrictions
• Design and develop event database for tracking RSVPs
• Outline ceremony and dinner program
• Brainstorm gift ideas
• Consider what equipment is needed for event: audio visual, projectors, podium, screens, easels, etc.

6 – 3 Months Out

• Initiate “Save a Date” mailing (if applicable)
• Submit signed agreements/contracts for venue, photographer, entertainment, etc. (if not submitted at time of request)
• Gather speaker biographies (if needed for printed program)
• Approve invitation design
• Discuss advertising
• Identify and reserve caterer, florist, photographer, entertainment
• Update social media (website, Facebook, Instagram, Twitter, etc.)
• Secure insurance and permits (if applicable)
• Order/gather decorations

3 Months Out

• Order gifts
• Order necessary supplies (ie. Name badges holders, pens, stamps, envelopes, notebooks, wrapping paper, ribbon, etc.)
• Finalize guest list
• Obtain printed invitations
• Confirm speakers
• Confirm speaker’s order for ceremony, dinner, topic, length of presentation, and AV requirements
• Contact and confirm guests requiring lodging
• Contact florist to discuss design items
• Contact caterer to discuss menu, linens, service equipment
• Reserve security (if needed)

2 Months Out

• Address envelopes and assemble mailing
• Mail invitations (8 – 10 weeks for out of town guests)
• Obtain final approval of ceremony program copy
• Facility walk-through with venue and staff
• Determine if any directional signage will be needed at the event to assist guiding guests
• Confirm all social media is current
• Confirm all decorations are completed

1 Month Out

• RSVPs due (2-3 weeks prior to event)
• Release unneeded hotel rooms
• Make any needed publicity/press arrangements
• Arrange to have any directional signage designed/printed
• Confirm setup changes to venue (room, AV, podium, dance floor, etc.)
• Send ceremony program to printer
• Send agenda, suggested dress, directors, map, and parking instructions to participants
• Follow up with phone calls or emails with pending guests
• Print first batch of name badges and place cards
• Wrap gifts
• Develop scripts for key speakers
• Plan seating arrangements (if applicable)
• Re-confirm with photographer – provide a list of photo opportunities
• Re-confirm entertainment and any needs they may have
• Set task assignments/determine responsibilities with volunteers
• Confirm catering order (or time determined by caterer)
• Confirm florist
• Confirm safety and security’s role (if applicable)
• Confirm transportation of guest and VIPs
• Distribute guest list to appropriate parties
• Run final name badges and place cards
• Make confirmation phone calls and emails (if necessary)
• Set up an on-site run-through (if needed)
• Set up sound checks for speakers or musicians
• Finalize transportation needs for VIPs

1 – 2 Weeks Out

• Check in with caterer and provide them with any last minute changes or special meal request
• Confirm decorations, entertainment, photographer, etc.
• Check weather report
• Notify guest if event is moved to rain back location
• Host meeting with staff/volunteers to go over last might planning

Day of Event

• Arrive at location(s) early to check set ups and be prepared to trouble shoot
• Bring registration materials: guest list, name badges, place cards, gifts, etc.
• Review planning details and walk through the event with all staff/volunteers
• Inform staff/volunteers of restrooms, elevators, and accessible entrances
• Be sure to have extra copies of all materials: schedules, agendas, cue sheets, photographer instructions, etc.
• Check in with caterer and provide them with any last minute changes
• Most of all - RELAX

Post Event

• Distribute gifts to non-attendees (if applicable)
• Distribute photos of event
• Host event debrief meeting
• Complete comparison of actual vs budgeted cost
• Send Thank You notes
• Update final event attendance
• File all materials to assist with future events
• Pay outstanding invoices
• Reserve following year’s event
• Complete survey of event or any product/service provided

Use this excel file to help you tally up a budget for your event!

Download event budget tool

Event Services staff will work with you to create the unique vision for your event. For more information regarding room setup or design, contact reservations at 573.341.4399 or reserve@mst.edu.

Table Sizes Available

• 60" round tables
• 36" socializer tables
• 6' x 30" tables
• 8' x 30" tables
• 6' x 18" tables

Example Layouts

Example layouts include:

• Theater
• Classroom
• Conference table
• Banquet
• U-shape
• Empty room

We have rooms with a variety of capacities to fit the needs for your event. The following charts show the maximum capacity and include room for a cart, projector and screen unless otherwise noted.

Meramec/Gasconade Room (combined room dimensions are 26' x 36')

• Room can be used as one room or divided into two rooms
• Ability to be set in a variety of configurations
• Built in counter in each section

Room Layout	Single	Double
Classroom 8' tables	24	48
Classroom 6' tables	18	36
Classroom 18" tables	30	60
Theater	36	56
Conference	16	24
U-Shape	16	32
Banquet longs	16	36
Round tables	24	48

 

Missouri/Ozark Room (combined room dimensions are 52' x 30')

• Room can be used as one room or divided into two rooms
• Pull down screen and ceiling mounted projector in each section
• Ability to be arranged in a variety of configurations
• Built-in counter in each section 

Room Layout	Single	Double
Classroom 8' tables	40	80
Classroom 6' tables	45	90
Classroom 18" tables	63	117
Theater	70	150
Conference	16	40
U-Shape	20	48
Banquet longs	24	84
Round tables	40	88

 

Carver/Turner Room (combined room dimensions are 40' x 48')

• Room can be used as one room or divided into two rooms
• Pull down screen and ceiling mounted projector in each section
• Ability to be arranged in a variety of configurations
• Built-in counter in each section

Room Layout	Single	Double
Classroom 8' tables	48	96
Classroom 6' tables	45	90
Classroom 18" tables	60	120
Theater	84	182
Conference	24	40
U-Shape	32	48
Banquet longs	64	160
Round tables	48	96

 

St Pat's Ballroom A, B & C (combined room dimensions are 118' x 57')

• The St. Pat's Ballroom can be used as one large room, two rooms combined or divided into three sections
• Pull down screen and ceiling mounted projector are located in B and C
• Built-in sound system
• Ability to be arranged in a variety of configurations
• Built-in counters in all three sections 

Room Layout	A	B	C	A & B	B & C	A B & C
Classroom 8' tables	64	112	140	192	224	308
Classroom 6' tables	69	128	126	165	204	204
Theater	150	216	200	425	500	675
U-Shape	44	60	52	72	88	92
Banquet longs	160	224	240	384	480	624
Round tables	88	144	160	280	320	440

 

Silver and Gold Conference Room (room dimensions are 37' x 23')

• Preset conference room
• Zoom equipped with two large 75" monitors, multiple microphones, speakers, meeting Owl Pro, and computer (S&T credentials only to use)
• Seats 26 at the table
• Additional nine chairs along the wall
• Full meal service is prohibited
• Refreshments, coffee service and/or continental breakfasts only are allowed
• Built-in counter 
  
  

Burgess Conference Room (room dimensions are 24' x 14')

• Preset conference room
• Dry erase boards
• Seats 12 at the table
• Additional 10 chairs along the wall 
  
  

Mark Twain Conference Room (room dimensions are 24' x 14')

• Preset conference room
• Seats 12 at the table
• Additional 10 chairs along the wall
  
  

Shamrock Conference Room (room dimensions are 23' x 19')

• Preset conference room
• Tables are set in a rectangle and seat 16
• Dry erase boards
• Built-in counter