Event Planning
Planning Parent and Family Weekends
Planning for sorority and fraternity mom’s and dad’s weekends can be overwhelming! We hope this resource gives you the tools to plan a successful and fun weekend in just a few short steps.
Step 1: Consider All Opportunities and Things to Do
On Campus Programming Ideas
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Athletic Events (see the athletic calendar)
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Other events on campus (HUB calendar)
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Something at Gogginor the Rec Center
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Late Night Miami (See the Late Night Calendar)
Off Campus
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Make sure to check out what’s going on in Oxford. EnjoyOxford.org is a great resource to find out what’s going on in town and for special event planning. Their staff can help with:
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Event ideas: experiential classes (dance, art, martial arts/self defense, woodcraft, etc), tours of area resources (naturalist tour, geology tour, farm tour, birding, etc.)
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Assistance with space reservations (parks, meeting rooms, ballrooms, etc.)
- Parent Weekend Itineraries
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Check out Hueston Woods
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Contact the Oxford Chamber of Commerce for additional business contacts.
Step 2: Plan the Event
Logistics
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Remember to check campus/city calendars both for conflict and for events to attend, religious holidays.
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If you plan to have a social event during the weekend please make sure to register it with IFC or Panhellenic.
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It is very important that you submit permits for use of parks, streets, event tents, etc. with the City of Oxford at least two weeks prior (preferably 2-6 months in advance for park events). Visit the City of Oxford's Right of Way and Park Permits page for information on how to reserve parks/streets etc. Contact the Oxford Visitor's Bureau for help with the permit process. Jessica Greene is a great person to help you navigate this process.
Responsible Planning
- Think about Responsible Event Planning - something beyond just a bar crawl. These types of events can play a role, but should not be the focus. We have heard from parents that they don't attend because that's not what they want to do the entire time.
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Make sure to check Ohio Laws regarding hosting, alcohol in parents' presence, etc.
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Make sure your events align with your organization's values.
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Contact Parent & Family Programs for additional information and ideas. They can help you with communication with parents, event planning ideas and maybe even provide giveaways for parents while they are here.
Step 3: Make your Reservations
See the list of hotels in Oxford and check out the Marcum Conference Center. Hotels can be reserved one year in advance. At a minimum, you should reserve rooms six months in advance if you want a block of rooms.
Check out the Accommodations page on the Visiting Miami page.
Step 4: Communication is Key
Talk about your Chapter during the weekend. Families want to know more about the Chapter their daughter/son is in. Talk about your values, major programs, and ways you are making a difference - in the lives of your members, Miami, and the greater Oxford area.
Additional Event Planning Resources
Student Activities offers a host of additional resources for event planning, from advertising and marketing to policies and procedures. Visit their Event Planning page now!