Plan an Event

Coordination with Our Office

Funding through the SEA Office 

The creation of a detailed budget is an important foundation to start exploring funding opportunities. Climate Action Program (CAP) is excited to support and work with people from across campus and the community including students, departments, and groups to provide funding for climate related events. Visit go/capfunding/ to fill out a form to request funding or learn more about the process. 

Knoll Event Hosting Guidelines 

Thank you for being mindful of the Knoll as a working garden and learning environment and yielding space to staff, volunteers, and reserved group events as needed. Small, casual gatherings are welcome and encouraged and do not require reservation. However, campfire pit and pizza oven use are by permission only. 

Each year the knoll hosts over 50 official campus events for campus partners. Please plan ahead and refer to the “Event Hosting Steps” page for detailed information and to request permission.

For student orgs, college departments, Res Life teams, and all organized groups, please begin your planning by filling out our Knoll Events Support Form also available at go/knolleventsupport (even if you don’t think you need any help!) 

A winter note: Please remember that the Knoll operates as a three-season space and no amenities are available at the Knoll during winter (e.g., driving access, snow removal, restroom access, water, hand hygiene, trash receptacles). Our typical season runs from April 1 - November 1 and we are not able to support organized events outside of this period.

Email questions to knoll@middlebury.edu.

Logistics and Planning

Getting Started 

Environmentally-focused events are an important part of education and learning. We encourage all students and community members to explore their interests and share with the greater campus through events. Middlebury has many interdisciplinary resources and events focused on environmental topics. An important first step in planning a new event is to research existing programs for potential collaboration and to avoid duplicating efforts.

Collaborative opportunities are a great way to connect with others and we encourage you to explore them when possible (this includes collaborations with our office!). At the same time, we strongly support bringing ideas for creating new events. Please review the information on this page for resources to help you plan a successful environmentally-focused event! 

Initial Planning 

The first steps in planning an event are forming a team, defining your goals or objectives, identifying potential collaborators, and checking the Middlebury event calendar to avoid duplication or overlap with other events that might draw similar audiences. Once your goals are identified, work to outline content of the event and create a realistic budget including supplies needed. 

Registering an Event

After you have an general outline of your event you can register with Event Management and in MidPresence by filling out an Event Request form. This includes submitting an Event Request form, receiving approval, and following SAO’s established timeline for event approval. Be sure to consider the scale of your event. Larger or catered events require earlier planning and catering requests must be submitted separately. If your funding comes through SAO, follow the Expenditure Request process.

Find the Request Form here: https://www.middlebury.edu/event-management/request-forms

Booking a Space 

When booking a space, it is crucial to consider your audience and accessibility. Make sure your event space is accessible and easy to find. Consider parking, walking distance, and the location within the building. If the space is difficult to navigate, provide clear signage or have volunteers guide attendees. 

Think about the size of your event, seating arrangement, if you are getting up to move around, and if you will have space for food/drinks. Students can book a space through presence by checking available spaces and reserving online while faculty and staff can utilize Events Management’s 25Live platform. Plan ahead, spaces book out in advance! 

Timing is Key 

Think about accommodating different schedules for event timing.

When you put a lot of time and energy into an event (especially one you’re passionate about), it is  natural to have high expectations for attendance. However, it’s important to remember that low turnout doesn’t diminish the value of your event. Campus life is busy, and schedules don’t always line up, even for interested people.

When initially planning the date and time of your event, consider what it might overlap with: other specific events? Midterms or finals? Is it close to a holiday break when students might be gone? Considering larger factors like these can help boost attendance.

Spreading the Word

Promotion is essential for boosting event attendance. The earlier you start promoting, the more likely students and other community members will be free and able to fit it into their busy schedules. At minimum, begin advertising one week before the event, but further in advance is recommended. 

Be sure to add your event to Presence so it appears in the app, but keep in mind that most students rely on campus posters and social media which are often the most effective ways to reach a wide audience. Consider reaching out to the SEA office to potentially have the event included in a newsletter (email Janet at jwiseman@middlebury.edu and Tara at tfederoff@middlebury.edu for submissions to the newsletter. Please reach out at least 2 weeks before the date of your event for consideration).

Engagement Strategies

Refreshments or merch can increase attendance and draw people to the event. Consider creating an RSVP form to plan for the amount of food or catering resources needed for the event and plan that into the budget (this also helps to reduce food waste). 

If you have food at an event consider having plates, napkins, and cups for people to serve themselves. Focus on sustainability practices by encouraging people to bring reusable cups or provide compostable dishware and cutlery! 

Planning Trips 

When organizing a trip-based event, clear communication and early planning are essential. It’s important to stay organized and keep everyone informed throughout the process. Setting expectations early will help ensure the event runs smoothly for both participants and supervisors. 

Make sure to have clear sign ups that close a week before the event with a waitlist for schedule changes and cancellations. Collect phone numbers and emails to set up clear lines of communications. Apply for funding through CAP and use available administrative resources to support and refine your trip planning.