Plan an Event: Selecting a Date, Time, and Length for Your Event

As you begin the event planning process, it is essential to know your audience and select your date, time, and length of the event. As you sit down to decide these factors, take into consideration that there are often multiple events happening on campus at the same time so students must sometimes choose specific events over others. If your event is open to the public, consider days of the week, travel patterns, and holidays that may impact attendance.

  • What Day is Best for Events?
    1. Based on your organization and targeted audience, there may be certain days that are better than others. However, if you plan to send a reminder email the night before an event, know that Sunday evenings are not typically times that work well for students to check email, so we suggest keeping events on Mondays to a minimum.

      Tip: When looking at dates to schedule an event, selecting a date at least one month in advance can give you enough time to plan and market your event.

 

  • Does the date and time of your event conflict with other scheduled events?
    1. Check the Academic Year Calendar
      1. If your event is geared towards students, start by looking at the Academic Calendar to ensure that students will be on campus and there are no academic deadlines that might affect their attendance. https://academics.depaul.edu/calendar/Pages/default.aspx
    2. Check the DePaul events calendar
      1. Your organization can see what’s already been scheduled on campus for the day you are looking to host your event. (http://events.depaul.edu/). You can also submit your event to this calendar by submitting your event via DEHUB (https://dehub.campusgroups.com/groups).
  • Length of Event
    1. The duration of an event is often dependent upon your particular topic. While two hours might be long for a lecture, it may be the perfect amount of time for a come and go social. If your event is longer than an hour, consider incorporating different elements to engage attendees consistently. If you are doing a full-day event, be sure to include breaks incorporated throughout the schedule.