This page is intended to help Wharton recognized student organizations successfully plan large-scale events. Please note that student organizations are expected to know and follow the policies on or linked to on this webpage.
Planning Timeline
| Task | Deadline |
| Submit the Conference & Competition Approval Form. | At least 3 months before |
| Submit speaker list via the speaker request management system. | At least 2 months before |
| Submit Room Request.¹ | |
| Select a caterer. | At least 1 month before |
| Order promotional items, giveaways, and/or non-monetary prizes. | |
| Order tables, chairs, linens, or other rentals needed for the event. A list of Wharton approved rental vendors can be found here. | |
| Order supplies needed for day of event. Only purchases $250 or less can be reimbursed via Concur. See information about non-reimbursable items here. | |
| Submit the name, phone number, and email address of any independent contractors (e.g., performer or artists) you intend to hire for your event to ug-finance@wharton.upenn.edu. | |
| Submit any contracts to aarobbin@wharton.upenn.edu for review and appropriate signature. Students cannot sign contracts. | |
| If you intend to invite the media to or take photos/videos of your event, notify your speakers and collect completed Media Release Forms from them. | |
| Provide scheduling@wharton.upenn.edu with an updated conference schedule and any delivery/pick-up needs. If the event is on-campus, also provide a list of any non-Penn guests, including alumni, who will be attending. | At least 2 weeks before |
| Submit all purchase order (PO) requests for your event, e.g., catering, giveaways. POs must not include tax. | At least 3 days before the event |
| If taking photos or videos, display a media release sign ² | Day of event |
| Submit any ticket revenue to Ariel Robbins, Associate Director, for deposit into the club account. | Within 5 days after |
| Submit all reimbursement requests via Concur. | |
| Send thank-you notes to your speakers, panelists, and VIP attendees. | |
| Reconcile your event invoices with your monthly spending report. | Within 2 weeks after |
¹ Certain spaces require a minimum of 21-business days for requests, this includes JMHH Colloquium Level (8th floor), JMHH 2nd Floor Lounge, JMHH Koo Plaza, JMHH Forum, Hoover Lounge, and other non-classroom spaces.
² Sample language: Please be aware that this event will be captured in photography, audio, or video for HOST’s marketing, promotional, or other purposes. By attending the event, you are acknowledging this fact and providing your assent to the use of your likeness for these purposes.