Run a short kickoff
Ask who is coordinating, what approval is needed, whether the group wants one night or a weekend, and how far people are willing to travel. Write down the assumptions. A provider can only quote accurately when the date, count, scope, and budget are specific enough to compare.
- Set a decision date for the format and destination shortlist.
- Name one owner for venue, rooms, transportation, and money.
- Keep quotes in writing with the same group assumptions.
Work backward from the formal night
Place the main event on a simple timeline, then add arrival, lodging check-in, transportation, food, and return. If an activity adds cost or squeezes the schedule, decide whether it earns its place. Check applicable chapter and campus rules before deposits or announcements.