STUDENT ORGANIZATION TRAINING FINANCE MODULE 5– EVENT PLANNING Effective January, 2015

EVENT PLANNING There are a number of references that are available to Student Organizations for assistance in Event Planning. The Center for Student Involvement Staff The Program Activities Council Executive Board The “Event Planning Guide” The Large Events Committee (for Large Events) Effective January, 2015

EVENT PLANNING CONTACTS The Center for Student Involvement Staff The Program Activities Council Executive Board The “Event Planning Guide” located on the Student Life website ( The Large Events Committee If you feel that your event falls under a “Large Event” Dennis Leszko at to be placed on the Large Events Committee agenda. They meet every other Wednesday in the Midtown Student Center. Before attending a Large Events Committee Meeting, you will be required to fill out the “Large Events Worksheet” to the best of your ability. (Located on the Student Life website ( Effective January, 2015

FACILITIES FacilityFile Application With Campus Center – WestsideCampus & Student Centers Ives Concert Hall (White Hall)Facilities Scheduling and Promotions Pinney Hall Conference CenterFacilities Scheduling and Promotion Other Residence HallHousing and Residence Life Office Student Center - MidtownCampus & Student Centers Any other locationFacilities Scheduling and Promotion Effective January, 2015

HOW TO SCHEDULE FACILITIES – 1 OF 2 Each office has a preferred method for contact…  Campus & Student Centers 1.Requests can be submitted on-line via CSC websitewebsite 2. the request to 3.In person Campus Center 300 or Student Center 220  Facilities Scheduling and Promotion 1. the request to 2.Telephone – In person – Midtown Student Center 227 (CSI Office) Effective January, 2015

HOW TO SCHEDULE FACILITIES – 2 OF 2 Each office has a preferred method for contact…  Housing and Residence Life 1. the request to 2.Telephone – In person – Newbury Hall 104  Ives Concert Hall 1. the request to 2.Telephone – In person – Midtown Student Center 227 (CSI Office) Effective January, 2015

HOW TO PUBLICIZE FOR YOUR EVENT Advertising your event is the only way to be sure it will be a success! The CSI Office is always available to help you find the proper ways to advertise, below are a few options: Reference the Campus and Student Centers “Banner Posting Policy” for proper rules on hanging posters/flyers and advertisements. Submit a Publicity Request to the Center for Student Involvement, here they can submit your information to all appropriate offices, including the W.O.W. “What’s on at Western” blast that goes out every Thursday to your university ! Effective January, 2015

PUBLICITY REQUEST The CSI website is where you can find a publicity request form. Effective January, 2015

W.O.W. SUBMISSION The W.O.W. goes out every Thursday. Below, you will see the form the CSI Office completes for you to have your event listed on the W.O.W. Effective January, 2015

ALCOHOL SERVICE The serving of alcoholic beverages must be in accordance with University Policy. If student organizations are planning to request alcohol beverage service they must meet with the Director of the CSI before alcoholic beverage service will be approved. For a copy of the current University policy on Alcoholic Beverage Service, please visit the CSI Office. Effective January, 2015

MODULE REVIEW There are a number of references and facilities for event planning. Depending on the size of your event you may be required to attend the Large Events Committee meeting. There are different contact for different facilities. Advertise your events! There are specific policies for alcohol at events. Effective January, 2015