Plan your Homecoming in Wisconsin and Illinois.
Homecoming, welcome week, and fall festivals are your campus’s first big impression of the year—high energy, big crowds, and limited setup windows. Use this field-tested checklist to keep planning simple, student-centric, and on budget.
8–10 Weeks Out: Goals, Dates, Budget
☐ Define the goal (school spirit, alumni engagement, fundraising, recruitment).
☐ Confirm date(s), rain date, and quiet hours.
☐ Lock a realistic budget with a 10–15% contingency.
☐ Assign a decision maker and day-of lead.
Venue & Permits
☐ Reserve spaces (quad, rec field, ballroom, arena concourse).
☐ Secure permits for tents, inflatables, generators, and amplified sound.
☐ Confirm power availability (dedicated circuits) and load-in/loading dock access.
☐ Submit COI/vendor insurance requirements.
Safety, Flow & Accessibility
☐ Crowd-flow map: entries/exits, lines, ADA routes.
☐ Required items: stanchions, signage, cable ramps, gaff tape, fire extinguishers.
☐ Medical plan and hydration (water stations or coolers).
☐ Accessibility checks: ramp access, low-height counters, quiet areas.
Programming Anchors (High Throughput = Less Waiting)
☐ Arcade & esports zone (StepManiaX/DDR-style, basketball shot, classics).
☐ AI Photo Booth (campus-themed filters, instant sharing, branded overlays).
☐ Carnival & skill games with bundled prizes/plush (fast lines, big smiles).
☐ Tailgate & pep rally setup (tents, TVs, speaker packages, podium).
☐ Outdoor movie night (screen, projector, PA) for alumni/family night.
Rentals & Atmosphere
☐ Lounge & seating: sofas, LED cocktail tables, picnic/banquet tables.
☐ Lighting: market string lights, uplights, gobos; schedule sunset test.
☐ Pipe & drape/backdrops for step-and-repeat, club fairs, sponsor walls.
☐ Themed décor: school colors, neon signs, mascot moments.
☐ Phone booths/quiet pods for staff, media, or accessibility needs.
Audio/Visual & Power
☐ Stage, risers, or mini-platform for MC/mascot/band.
☐ Mics (handheld + backup), mixer, monitors, confidence screen if presenting.
☐ LED screen or TVs for scores, schedules, and sponsor content.
☐ Generators, distro, and extension inventory with labeled circuits.
Food, Vendors & Compliance
☐ Food trucks/catering confirmed with campus approvals.
☐ Waste plan: receptacles, liners, recycling/compost if offered.
☐ Vendor arrival times, parking, and campus maps distributed.
Marketing & Promotion
☐ Creative theme + hashtag; align with athletics/Greek life/student orgs.
☐ Assets: square, vertical, and widescreen graphics; QR codes to RSVP.
☐ Street team tabling + dorm RAs; email and SMS reminders 48h/4h before.
☐ Photo ops: branded backdrops, LED swings, giant props for shareable moments.
Staffing & Volunteers
☐ Roles: check-in, line management, tech ops, runners, sponsor liaison.
☐ Radios + channel list, shift schedule, and escalation tree.
☐ Quick briefing docs and 5-minute safety huddle at call time.
Weather & Risk Mitigation
☐ Rain plan (alternate indoor space, pop-up tents, floor protection).
☐ Wind ratings for tents/inflatables; stake/ballast plan.
☐ Cold snaps: reserve patio heaters now (they sell out in fall).
☐ Heat plan: shade, fans, misters, and water.
Sustainability & Inclusion
☐ Reusable décor, LED lighting, and vendor waste agreements.
☐ Dietary signage (allergens), non-alcoholic options.
☐ Sensory-friendly window (lower sound) and quiet lounge.
Fast-Build Packages (Plug & Play)
Welcome Week Pop-Up (Small Quad)
AI Photo Booth + branded overlay
2–3 arcade pieces (incl. StepManiaX)
LED lounge cluster + market lights
Basic PA with wireless mic
Homecoming Pep Rally (Gym/Arena Concourse)
10’x20’ stage, mics, and speakers
VIP lounge + sponsor backdrop
Claw machine with custom skins + prize bundle
Stanchions/signage for crowd flow
Alumni & Family Night (Outdoor Movie)
20–24' inflatable screen, projector, PA
Lawn seating clusters + café lighting
Concessions tables + power distro
Pro Tips from Our Crew
Book generators and heaters early—fall demand spikes fast.
Place high-throughput activities (arcade, prize games) near entrances to disperse crowds.
Put a photo moment in every zone to boost organic promotion.
Label every circuit and tape every cable—clear tripping hazards = fewer headaches.
Need a ready-to-roll campus package?
Willie Fun Events delivers, sets, and strikes across Milwaukee, Lake Geneva, Madison, Green Bay, and Chicago. Tell us your date, venue, and vibe—we’ll send a tailored quote with availability and a campus-friendly bundle in minutes.
