General event planning:

Things to consider-

Advertising:
email, posters, web calendar
(see separate file)

Shopping:
food, drinks, decorations, prizes
(see separate file)

Music:
DJ, bands, other performers
  It's best to have trustworthy recommendations for DJ's or to have heard 
them before.  For ballroom dances, the ballroom dance club can provide a
DJ and the Stanford Dance Division can probably recommend good swing
bands.  Brian Cheney is good for disco parties.  Some bands or DJ's will
advertise to us, or we may hear good ones at other events; their contact
info should be kept track of.  Event services provides audio equipment for
rental.
 
Location:
  It's nice to stick to known places (Hacienda Commons, Willis
Lounge, Oak Room, McFarland Field, etc.) because we know who to deal with
& can't be taken by surprise by things like sprinklers.  We depend on
other people's space & have to respect their rules & priorities.  Consider
the neighbors - maybe give advance warning about the event.  Be sure to
reserve space well in advance.

Setup/supply/cleanup:
  Be sure to have people sign up for tasks or time slots so that they have
an established responsibility at an event.  Too often, one person ends up
doing most of the work.  Make sure cleanup expectations are understood
with the person in charge of facilities used.  Draft participants if
you're short on labor.

Liability:
  Discuss with Chris Griffith/ Thom Massey or with the Office of Student
Activities if you have concerns.  It's good for the Stanford police to be
aware of large parties & some parties may require paid security staff.
Use waivers when risky activity is involved (bouncy castles, etc.)  OSA
can help with this.  Participants in off-campus events should provide
their own transportation unless we use the Marguerite or other
professional service.  Use wristbands or hand stamps (not markers) to
ensure drinkers are >= 21 and be sure that alcohol is always attended.

Budget:
 Have expenditures approved in advance at a meeting.  Chris
Griffith can help with cash advances, reimbursements, etc.  Consider
cosponsorship with the GSC; they often go 50/50 with us.  Be sure to save
receipts!
(see separate files)

Followup:
  Appropriate thanks should be given (including to our own members).