Choosing a time and location for your event
When? (choosing a date and time…)
• Avoid booking a date that could potentially conflict with another major event on your campus and/or community (if unavoidable, at least avoid planning events at the same times as those that could potentially attract your target audience)
• Avoid planning an even on or near holidays
• Adapt to students’ schedules – consider what time of day most students can attend events & avoid dates when students will be busy with midterms or finals
• Make sure you book events on days that you and the other people planning the event can commit to
Where? (choosing a venue…)
• Make sure the venue is accessible to a large number of students (ideally on campus, nearby or easily reachable by public transportation)
• Check the audience capacity to ensure it is not too large or small for your event
• Consider whether the venue itself will be able to help draw people to the event
• Check on the availability of PA or other necessary multimedia equipment
• Keep in mind that the willingness of the venue’s staff to work closely with you and provide in-kind assistance is important
• If appropriate, ask whether the venue is willing to make a financial contribution to event or to provide the venue at low cost or free of charge
• If necessary, determine whether the venue is able to provide security
• Each school’s regulations vary and you should find out how your campus enables you to reserve rooms
• Sometimes it makes sense to hold events in Jewish spaces, such as Hillel or Jewish Studies buildings
• When attempting to attract a wider audience, however, it often makes sense to hold events at a neutral space where many groups feel comfortable
• Ensure that your venue is reserved and confirmed far in advance