Events for Clubs and Organizations
Events are a great way for organizations to promote themselves to students. Events can range from friendly get-togethers and competitions to educational and multicultural presentations. If you would like help organizing an event, contact the Center for Student Involvement. If your organization is interested in hosting an event, make sure to follow the guidelines below:
- Identify what type of event you would like to host. What are your goals and expected outcomes? Who is your target audience?
- Set your date, time, and location and include alternates in the event the originals don’t work for others in your group, your speaker, or the location isn’t available. If your event is happening outside, plan a rain date or a rain location.
- Confirm that the date(s) work for your Advisor(s). Advisor(s) must be present at all organization events.
- If you are having a guest speaker, confirm that the date(s) work for him/her.
- Once you have confirmed a date, time, and location that works, fill out an Event Request form and submit it to the Center for Student Involvement. Event Request forms must be submitted at least two weeks prior to the event, but it is recommended that the form be submitted as early as possible. For large-scale events, paperwork must be submitted at least one month in advance.
- If you are seeking additional funds from Student Senate to support your budget, submit a Student Senate Funding Request form to the Center for Student Involvement. The form must be turned in well in advance of your event, as the Senate addresses the requests on a first-come, first-serve basis.
- Set your event timeline, listing what will need to occur from the time you begin setting up for the event to the time you begin tearing down after the event. Assign roles to your members to help relieve the burden of doing it all yourself.
- After the Event Request form has been approved by the CSI, the CSI Administrative Assistant will schedule an appointment with you to make sure everything is prepared for the event and all requests (i.e. audiovisual equipment, catering) have been made. Additional meetings may be called if necessary.
- Publicize your event as soon possible, once the event has been approved by the CSI. Never publicize prior to having approval as your event could not be approved or the date, time, location, etc. may be changed. Once you have the approval, publicize your event in a variety of ways – make flyers, table tents, banners, Facebook invitations, etc. Remember that all printed publicity will need to be approved by the CSI prior to posting. See the Publicity section of this handbook (pages 72-75) for more information.
- Two days prior to the event, confirm that everything is still ready to go – speakers, members’ roles, equipment is reserved, etc.
- On the day of the event, make sure everyone is where he/she needs to be and is doing the task(s) assigned.
- After the event, do an evaluation to determine what worked, what did not work, etc. This is especially helpful if you are planning on hosting the event again in the future.