Student Life

Planning A Social Event On Campus

Social Event Checklist:

- If possible, reference the previous year's event file for assistance.

- Create a budget for the event.  Identify how much money will be needed for:
a) food
b) publicity
c) venue
d) Fac Man fees
e) transportation
f) tickets, t-shirts, other matierials

- Identify possible co-sponsors for the event (other student organizations, departments).

- Identify account number(s) to be used for event.

- Discuss plans for event with the Assistant Dean, Assistant Director, or Program Coordinator in the Gates Center for Leadership and Personal Growth preferably four weeks in advance of the event.  At this meeting, the Gates Center staff reviews guidelines for sponsorship of social functions.

- Check the on-line calendar of events to locate date and time of event.

- Reserve venue for event and transportation if applicable.

- Take "Social Event Registration Form" around campus to be signed by relevant offices (Gates Center, Security, Residence Life, Fac Man, and Athletics, depending on the event).  This form can be picked up from Gates Center.

- Complete contract negotiations. The Assistant Dean or Assistant Director of the Gates Center for Leadership and Personal Growth need to sign all contracts on behalf of the College.

- Submit facilities, printing, and catering requests at least two weeks in advance of the event.

- Make hotel / Glen Rowan reservations for performers if necessary.

- The contact person(s) for the event informs the Director of the Office of Security & Public Safety of the event.

- Submit check request to the Business Office at least two weeks in advance of the event.

- Create flyers / posters for the event. Consider on-line publicity, the Stentor, and "the Forester (cafeteria notices)."

- Make sure all parties are paid for their services.

- Send thank you notes.

- Keep all notes and copies of memos and contracts in a file for next year.