Student Organization Event Planning & Engagement Toolkit

Event Planning Best Practices 

Hosting an event is an opportunity to engage the Mines community, strengthen your organization, and create meaningful experiences for students. Whether you’re planning a networking event, guest speaker, workshop, fundraiser, alumni panel, or social gathering, these best practices will help you create a successful and professional event. 

Start with a Clear Purpose 

Every successful event begins with a goal. Before planning logistics, ask: 

• What is the purpose of this event? 
• Who is the intended audience? 
• What do attendees hope to gain? 
• How does this event support our organization’s mission?

A clearly defined purpose will guide your planning, marketing, and decision-making. 

Plan Ahead 

Starting early allows time to reserve spaces, coordinate with campus partners, invite guests, secure funding, and promote the event effectively. Develop a planning timeline, assign responsibilities, and schedule regular check-ins with your planning team to stay on track. 

Utilize Campus Resources 

Student organizations are supported by several campus offices, including SAIL and the Career Center. Reach out early if you need assistance with:

• Reserving campus spaces 
• Employer or alumni engagement 
• Event policies and procedures 
• Marketing resources 
• Risk management or event logistics

These offices are valuable partners and can help you avoid common planning challenges. 

Develop a Realistic Budget 

Before making purchases or commitments, estimate your event expenses, which may include food, supplies, speaker gifts, printing, etc. If your event involves collecting registration fees, follow university policies for handling funds and maintain accurate financial records throughout the planning process. 

Hosting External Guests 

When inviting employers, alumni, speakers, or community partners to campus, professionalism matters. Provide guests with: 

• Event details and agenda 
• Parking and arrival instructions 
• Building location 
• Contact information 
• Expectations for their participation

Assign a student host to greet guests, assist with logistics, and serve as their point of contact throughout the event. A positive experience encourages future engagement with both your organization and Mines. 

Market Your Event Effectively 

Successful events require more than great programming-they require thoughtful promotion. When advertising your event, clearly communicate: 

• What the event is 
• Who should attend 
• Why students should participate 
• Date, time, location, and registration information

Post events in OreConnect and promote through multiple channels, including social media, email, student organization meetings, campus boards, and campus partners. Begin marketing several weeks before the event and increase promotion as the event approaches. 

Create a Positive Attendee Experience 

Small details make a big difference. On the day of the event: 

• Arrive early and test technology
• Welcome attendees as they arrive
• Start and end on time
• Clearly introduce speakers and the purpose of the event
• Allow time for questions, networking, or discussion when appropriate

Create an environment where all attendees feel welcomed, included, and engaged. 

Be Prepared for Challenges 

Even well-planned events encounter unexpected issues. Have backup plans for technology problems, speaker delays, weather, or attendance fluctuations. Remaining flexible and solution-oriented will help your event run smoothly. 

Follow Up After the Event 

After your event:

• Send thank-you messages to speakers, volunteers, sponsors, and campus partners
• Gather feedback from attendees and your planning team
• Document lessons learned and save planning materials for future organization leaders

Reflecting on each event helps your organization continue improving and makes future event planning easier. 

Keys to Success 

Successful student organization events consistently share these characteristics: 

• Begin with a clear purpose
• Plan early and communicate often
• Divide responsibilities among team members
• Partner with campus resources
• Manage finances responsibly
• Provide a welcoming and professional experience for guests and attendees
• Promote the event through multiple channels
• Remain flexible and prepared for unexpected challenges
• Thank those who contributed and document lessons learned

Thoughtful planning, effective communication, and collaboration are the foundation of every successful event. By following these best practices, your organization can create engaging programs that strengthen the Mines community and provide valuable experiences for students, alumni, employers, and campus partners.

Why Working with the Career Center Early Matters
Early coordination with the Career Center helps maximize employer participation and visibility. Events submitted by the stated deadlines may be included in employer-wide communications, targeted outreach to relevant industries, and broader Fall Career Days messaging. Working early also helps avoid scheduling conflicts and ensures alignment with campus-wide recruiting efforts.

Mid-Late April through July

Event Planning, Outreach & SAIL Requirements

• Finalize the date, time, location, and format.
• Reserve your space through EMS or confirm your off-campus venue.
• Build your employer registration form or invitation.
• Send first-round employer outreach before July 1st.
• Begin the SAIL approval process based on your event type (see below).

SAIL Approval Requirement

• All events must receive SAIL approval before student organizations may share event details with the Career Center or conduct outreach to employers. Events that have not been approved by SAIL will not be promoted or distributed through Career Center channels.

SAIL Submission Requirements:

• If your event does NOT require contracts or liability forms:
  • Submit the event on OreConnect at least 7 days in advance
  • Include room confirmation and an accessibility statement
  • Allow 3 days for SAIL approval
• If your event DOES require contracts or liability forms:
  • Submit the event on OreConnect at least 6 weeks in advance
  • Include room confirmation, accessibility statement, and indicate contracts are required
  • Allow 4 weeks for contract review. Finance may reach out with questions
  • Final approval or denial will be issued once review is complete

Important Career Center Employer Outreach Deadlines

• The Career Center may send employer-wide communication to all Fall Career Days registrants on:
  • Monday, June 15. 2026
  • Monday, July 13, 2026
  • Monday, August 3, 2026
• To be included, student organizations must submit: Event date / Event time / Event location / Employer registration or RSVP link

How to Submit Information to the Career Center

• Email event details and promotional materials to Jerry Mason at jerry.mason@mines.edu
• Include confirmation that the event has been approved by SAIL
• Clearly list event date, time, location, and employer registration or RSVP instructions

August

• Submit your final employer list to the Career Center by mid-July
• After your SAIL approval is issued:
  • Advertise your event on at least 2 campus-wide platforms for 3+ days (including OreConnect)
  • Email your flyer to SAIL@mines.edu for approval
  • Finalize catering, AV, parking, Wi-Fi, and accessibility needs
  • Complete invoicing or sponsorship steps

Early September

• Reconfirm event details with the Career Center
• Promote the event through the Daily Blast, org social media, and flyers
• Send employers a logistics packet including parking, schedule, room map, Wi-Fi instructions, and day-of contacts.
• Set up student check-in (QR code or sign-in sheet)
  Career Days Week (September 14-18)

Career Days Week

• Have volunteers ready for check-in, setup, and employer hospitality
• Take photos if employers are comfortable
• Send thank you notes after the event
• Share attendance numbers and event feedback with the Career Center

Student organizations that do not meet these deadlines will miss the opportunity to have their event included in Career Center communications to employers registered for Career Days. Late submissions to the Career Center will also limit the support and resources the Career Center is able to provide. Following the timeline helps ensure your event is visible, well-supported, and positioned for strong employer and student engagement. Additionally, SAIL deadlines that are not met may result in an event not being approved.

Please keep in mind that some companies who have provided funding to your club via the Foundation may receive benefits, like attending an event during Career Days week, as part of their donation. Please contact Elaine Hochberg elaine.hochberg@mines.edu with any questions regarding donations.

Employer Event Food & Catering Guide
This guide combines food planning recommendations with campus catering information to help student organizations host successful employer events.

Planning Tips 

• Be mindful of your venue’s food and beverage policies before ordering. 
  • Flavours by Sodexo is the exclusive catering option for the Ben Parker Student Center. Check out the Conference and Events Services Internal Event webpage for more information.
• Place on-campus catering orders at least one week before your event. 
• Order for approximately 25 students unless you expect significantly more or fewer attendees. 
• Request plates, napkins, utensils, and serving utensils when ordering. 
• Provide the day-of contact person’s cell phone number to the caterer. 
• Confirm delivery logistics during busy campus periods.

On-Campus Catering 

• Flavours by Sodexo
• Phone: 303-273-3349
• Email: catering@mines.edu 
• Web: https://minesdining.sodexomyway.com/en-us/catering/catering 

Current menus and pricing change periodically. Contact Flavours by Sodexo for a current quote. Typical options include pizza, cookies and brownies, whole fruit, trail mix, hummus and pita chips, vegetable trays, fresh fruit, tea sandwiches, dessert bars, bottled water, and soft drinks. 

Recommended Food by Event Type 

Budget Recommendations 

• Budget-Friendly ($200–400) – Pizza, cookies, and bottled water. 
• Moderate ($400–700) – Sandwich platters or boxed lunches with chips, cookies, and drinks. 
• Premium ($700+) – Buffet, taco bar, or hors d’oeuvres for networking receptions and VIP events. 

Off-Campus Catering Suggestions & Contact Information 

Tip: Contact vendors early for current menus, pricing, delivery availability, and minimum order requirements. Many vendors offer educational or nonprofit discounts if requested. 

Career Center Recommendations 

• Keep food simple. Students primarily attend to meet employers. 
• Pizza is the best value for most evening information sessions. 
• Choose foods that are easy to eat while networking. 
• Reserve premium catering for employer receptions or VIP guests.

How Much Food Should I Order? 

Purpose  Effective promotion helps produce strong, relevant student attendance, meaningful employer engagement, and a professional experience that encourages industry partners to return. 

1. Clarify the Event Before Promoting 

• Event format: panel, information session, networking event, workshop, or tabling 
• Confirmed employer list and employer hiring goals 
• Target audience: majors, class years, and undergraduate/graduate students 
• Date, time, location, and RSVP method (OreConnect, Google Form, QR code, etc.)
• Key test: Can students quickly understand who the event is for and why it matters? 

2. Use a Clear Messaging Framework 

Every promotional item should answer: 

• Who should attend? 
• Why should they care?
• What will they gain? 

Strong example: Mechanical Engineering students: Meet aerospace engineers from Lockheed Martin and learn how to secure summer internships. Bring your resume and questions. 

3. Recommended Marketing Timeline 

4. Core Campus Marketing Channels 

Daily Blast 

Use the Daily Blast for major employer events. Student and faculty/staff versions are distributed every weekday during the academic year and generally Mondays during summer; schedules may vary during breaks. 

• Submit by 3:00 p.m. the day before publication; earlier is strongly recommended.
• Plan for the event to appear at least twice before the event. 
• Use Campus Events / Meetings for most employer events; select the appropriate audience. 
• Include a concise title, employer names when possible, and the registration link.
• Submit: Daily Blast submission form 

Campus Digital Signage 

Digital signage boards across campus provide passive visibility in academic halls and major buildings. 

• Submit a 1920 x 1080 .jpg graphic (video formats: .mpg or .mov). 
• Use minimal text and include employer logos, date, time, location, and a QR code or registration link. 
• Specify all campus boards or selected screens and requested start/end dates. 
• Requests are reviewed Tuesdays and Thursdays; graphics may display for up to two weeks. Incorrect size or file format may be rejected.
• Submit: Mines Digital Signage Request 

Social Media and LinkedIn 

• Post an announcement 2-3 weeks before the event. 
• Share an employer spotlight and a reminder during event week. 
• Post a day-before reminder or story. 
• Tag participating employers whenever possible.
• LinkedIn: Post from the organization’s LinkedIn page, tag participating employers, encourage officers and members to share the post, and consider a short recap post after the event. 

Print Promotion – Flyers 

• Use templates or duplicate a previous approved design. Typical size is 8.5 x 11 inches. 
• Include the event title, employer logos, date/time/location, target audience, student value, and QR code or registration link. 
• Post on academic hall bulletin boards, in the Career Center/Student Center, and at Arthur Lakes Library. 
• For residence hall approval, contact housing@mines.edu. Student organizations are responsible for distribution.

5. Connected Promotion: OreConnect and DiggerNet 

These platforms are connected to event marketing and should be included in the promotion plan, even when detailed instructions are maintained elsewhere. 

OreConnect 

• Create the event through your student organization’s OreConnect page so it appears in the campus events listing. 
• Include a complete description, location, registration details, target audience, and an accurate event image. 
• Use OreConnect registration when attendance tracking or student sign-up is needed. 
• Confirm the listing is active and the registration link works before promoting it elsewhere.
• Access: OreConnect 

Career Center and DiggerNet 

• Share the finalized event information with the Career Center early enough for promotion to relevant students and employers. 
• Provide the event title, description, employer names, date/time/location, target majors or student groups, registration link, and a ready-to-use graphic. 
• The Career Center can determine whether the event is appropriate for DiggerNet promotion and other targeted Career Center communication channels. 
• Do not assume the Career Center has the final details; notify the team of updates, cancellations, or registration changes.
• Contact: careercenter@mines.edu 

6. Highlight Participating Employers 

Students are more likely to attend when the value is specific. Include: 

• Employer logos and a one- to two-sentence company overview 
• Majors or student groups the employer wants to meet 
• Internship, full-time, networking, or brand-awareness goals 
• Specific positions or career areas, when available 

7. Quick Promotion Checklist 

Final Reminder 

Employer events represent both your student organization and the Colorado School of Mines. Well-marketed events build credibility, strengthen employer relationships, and create better opportunities for students. Use multiple channels, keep details consistent, and make it easy for students to understand why they should attend. 

Employer & Alumni Outreach Template 
Building relationships starts with a professional introduction. Use this template as a starting point when reaching out to employers or alumni, then personalize it to reflect your organization, event, and goals.

Dear [Name], 

I hope you’re doing well! My name is [Your Name], and I am the [Position] for [Student Organization] at Colorado School of Mines. 

I’m reaching out to invite you to participate in an upcoming [meeting/event/panel/workshop/networking event] on [Date]. We believe your experience and expertise in [industry/company/field] would provide valuable insight for our members as they explore career paths and prepare for internships and full-time opportunities. 

About Our Organization
[Insert a brief overview of your student organization, including its mission, membership, and the types of students involved. For example: “Our organization represents over 80 undergraduate and graduate students interested in sustainable energy and provides professional development, networking, and industry engagement opportunities throughout the academic year.”] 

About This Event
[Describe the event, including its purpose, format, expected attendance, audience, and what you are asking the employer or alumnus to do (e.g., speak for 20 minutes, participate on a panel, host a workshop, attend a networking session, etc.).] 

Colorado School of Mines students are recognized for their strong technical abilities, collaborative mindset, and hands-on problem-solving experience. Connecting with our students provides an opportunity to build your organization’s brand on campus, develop relationships with emerging talent, and engage with students who are eager to learn about careers in your industry. 

We would be honored to have you join us. If you’re interested or would like additional information, I’d be happy to discuss the event and answer any questions. Please let us know by [inset date] if you would like to participate. 

Thank you for considering our invitation. We appreciate your support of Mines students and hope to have the opportunity to welcome you to campus. 

Best regards, 

[Your Name]
[Position]
[Student Organization]
Colorado School of Mines 

Employer & Alumni Outreach Template 
Once an employer or alumni guest has confirmed their participation, send a confirmation email to reinforce key details and ensure everyone has the information needed for a successful event.

Dear [Name], 

On behalf of everyone in [Student Organization] at Colorado School of Mines, thank you for agreeing to participate in our [Event Name]. We sincerely appreciate your willingness to spend time with our students and are excited to have you join us on [Date]. 

Below are the details for the event: 

Event Information 

• Event: [Event Name] 

• Date: [Date] 

• Time: [Start Time] – [End Time] 

• Location: [Building and Room] 

• Event Format: [Presentation, Panel Discussion, Networking, Workshop, Information Table, etc.] 

• Expected Student Attendance: [Approximate Number] 

Your Participation
We have you confirmed to: 

• [Present for XX minutes] 

• [Participate in a panel discussion] 

• [Host a networking table] 

• [Lead a workshop] 

• [Other responsibilities] 

If you plan to use a presentation, audio, or video during the event, please let us know in advance so we can ensure the room is properly equipped. Most campus classrooms include standard audiovisual capabilities. 

A separate email with parking information, arrival instructions, and additional logistics will be sent closer to the event. 

If your plans change or you have any questions before the event, please don’t hesitate to reach out. We are happy to assist in any way we can. 

Thank you again for supporting our student organization and helping Colorado School of Mines students learn more about your organization and career opportunities. We truly appreciate your partnership and look forward to welcoming you to campus. 

Best regards, 

[Your Name]
[Position]
[Student Organization]
Colorado School of Mines

Logistics & Parking Template 
Help your guest arrive prepared by sharing logistics before the event. Use this template to communicate parking information, directions, arrival instructions, and other important details.

Dear [Name], 

On behalf of everyone in [Student Organization] at Colorado School of Mines, thank you for joining us for our [Event Name] on [Date]. We are excited to have you on campus and appreciate your willingness to spend time with our students. 

To help make your visit as smooth as possible, we’ve included a few logistics below. 

Event Information 

• Date: [Date] 

• Time: [Start Time] – [End Time] 

• Location: [Building and Room] 

• Campus Address: [Address] 

Parking
You are welcome to park in [Parking Lot/Garage]. [Include parking permit information, validation instructions, or a parking code if applicable.] 

A campus parking map is available here: Mines Parking Office (https://parkingoffice.mines.edu/)

Arrival
We recommend arriving approximately 15-20 minutes before the event to allow time for parking and getting settled. A member of our organization will be available to greet you and assist with setup. 

Event Contact
If you have any questions on the day of the event or experience any issues finding the location, please contact: 

[Student Contact Name]
Cell: [Phone Number]
Email: [Email Address] 

Thank you again for supporting our student organization and for taking the time to engage with Colorado School of Mines students. We appreciate your partnership and look forward to welcoming you to campus. 

Best regards, 

[Your Name]
[Position]
[Student Organization]
Colorado School of Mines

Event Thank you and Follow up Template
Following up after an event is an important part of building lasting employer and alumni partnerships. Use this template to express your appreciation and continue the conversation.

Dear [Name], 

On behalf of everyone in [Student Organization] at Colorado School of Mines, thank you for taking the time to join us for our [event/meeting/panel/workshop] on [Date]. 

We sincerely appreciate your willingness to spend time with our organization and share your knowledge, experiences, and perspective with our members. Your participation helped create a meaningful experience for students, and we are grateful for the time and energy you invested in making our event a success. 

Thank you for supporting our student organization and helping create opportunities for our members to learn, grow, and engage with professionals, alumni, and community partners. We truly value your willingness to be involved. 

We hope you enjoyed your time with us and would welcome the opportunity to partner with you again in the future. Please know how much we appreciate your support of our organization and our students. 

Thank you again for your generosity, time, and participation. We look forward to staying connected and hope to see you at a future event. 

Best regards, 

[Your Name]
[Position]
[Student Organization]
Colorado School of Mines