Event Planning
From StudentOrganization
Contents |
Advice & Checklist
- Start planning, then start promoting. Do both as early as possible, preferably at least 3 weeks in advance.
- Make sure your event relates to organization’s mission statement
- IMPORTANT: All students organizing a campus event MUST fill out this form. Here is an .xls version to help you start planning before submitting the official form.
- Here are some general guidelines: did you remember to…
- - Meet with your Student Activities Advisor to get support/approval?
- Pick a date & time, checking with the CMU-Q calendar for any conflicting events?
- Add your event to the CMU-Q calendar?
- Reserve location (see below)?
- Determine estimated costs and check budget for feasibility?
- Coordinate transportation needs through Student Activities Advisor?
- Determine schedule of events?
- Coordinate with facilities (Bob Gaus) for removal or moving of supplies?
- Follow-up with cleaners on venue cleanliness?
- Organize publicity?
- Look ahead to post-event necessities: evaluations, thank-you notes, etc?.
Facilities
Reservation Guidelines
- Use the online room reservation form to reserve all spaces
- You must reserve space at least 48 hours in advance—the sooner the better. Do not request space the day of or day before an event. Your request will not be considered.
- Only recognized clubs are allowed to reserve spaces through either the scheduling processes below or through their advisor.
- See below for the spaces available and the process for each space. Take a look at the new building map ( ground floor, first floor) to find out where each room is located.
Available Spaces
- Conference Rooms
- - 1066: Admissions Conference Room, seats 18, VC
- 1087: Conference Room, seats 6
- 1106: Student Affairs Conference Room, seats 12, VC
- 1121: VIP Conference Room, seats 12
- 1131: Moot Board Room, seats 64, VC
- 1155: Library Meeting Room, seats 8, VC
- 1170: Student Meeting Room, seats 8
- 1171: Student Meeting Room, seats 8
- 1181: Faculty/TA Meeting Room, seats 12, VC
- 1235: Assembly Area, seats 400
- 2044: Conference Room, seats 12
- 2060: Club Suite Conference Room, seats 12, VC
- 2062: Video Studio, seats 20
- 2065: Student Meeting Room, seats 8
- Classrooms & Lecture Halls: For the following classrooms and lecture halls, you should send an email to srian@qatar.cmu.edu with details regarding the room you wish to book, the point of contact, and the purpose of the reservation.
- - Room 1213: Lecture Hall, seats 84, VC
- Room 1202: Lecture Hall, seats 120, VC
- Room 1064: Lecture Hall, seats 72, VC
- Room 1185: Computer Classroom, seats 61, VC
- Room 1030: Seminar Room, seats 20, VC
- Room 1031: Classroom, seats 36, VC
- Room 1199: Classroom, seats 36
- Room 1190: Classroom, seats 36
- Room 1032: Computer Classroom, seats 24
- Room 1159: Instruction Computer Lab, seats 14
- Room 1160: Library Seminar Room, seats 20, VC
- Education City Recreation Center
- - There are various meeting and events spaces as well as athletic courts in the Rec Center which can be reserved through your student organization advisor
Vendors
Main Article: Vendors
There are many businesses and restaurants around Doha which have been used previously by other student clubs. the vendors page has an extensive list of them organized by service provided. If you don't see a vendor on the list that you've used and have had a good experience with, please feel free to add it. If you've used one of the following vendors and not had a good experience, please let us know. The university does not have preferences or affiliations with the below list. This resource is meant solely to provide vendor suggestions; it is based on student input.
- Food
- - Al Majlis Restaurant, #478-5551
- Bennigen's, #483-1900
- Chili's, #444-5335
- Crepaway, #465-5830
- Lina's, #436-5488
- Magic Corn Stands
- Pizza Hut
- Shawarma stands (various locations)
- Subway (Landmark), #435-0667
- T.G.I. Friday's (Landmark), #486-6602
- Turkey Central, #442-3423
- Decorations
- - Events (in Royal Plaza), #441-5283
- Party Kingdom, #443-3833
- Party Mania, #441-8810
- Venues
- - Al Dana Club, #483-4700
- The Diplomatic Club, #484-7444
- InterCon, #484-4444
