Event Planning Guide
The Office of Student Engagement recognizes that student events are an important part of campus life. The information provided here is intended to help you and your organization plan and execute safe, healthy, problem-free and fun events, and to help minimize the risks associated with sponsoring a campus event or activity.
Why should you follow the guidelines?
If a problem occurs at your event there could be cause for disciplinary action, the University will take into account whether or not you have tried your best to comply with these guidelines. If you have done everything you can to follow the guidelines, you may thereby reduce the likelihood that you or your organization will be held liable and subject to University administrative actions.
As an event planner, you should consult with the Office of Student Engagement prior to your event so that its staff may guide you. Early consultation allows staff to most effectively assist you in anticipating potential problems and making contingency plans to avoid them. Graduate groups planning events in their professional schools are asked to notify their appropriate school contact.
(Hosts scheduling events occurring in the campus residences should consult with the residence facilities managers and staff for the best course of action).
In all cases, the host (defined as an individual or sponsoring group) must:
- Comply with all University policies including those on alcohol and other drugs, firearms, noise and fire safety, and should know and understand the University event planning recommendations.
- Attend an event planning workshop (sponsored by the Office of Student Engagement) for parties/large events).
- Have all plans for off-campus advertising (including flyers, invitations, email, web information, radio or other media ads) reviewed and approved by the Office of Student Engagement prior to print release and any advertising. (Please allow at least one working week (five (5) business days) for approval).
- Develop and implement a crowd management plan for event-goers both inside and immediately outside the event space.
- Ensure event concludes by the time governed by University policy and local noise ordinances (Currently 11:00 p.m. on weeknights and 1:00 a.m. on weekends).
- Not promote alcohol at the event.
- Assume responsibility for damages associated with the event inside or immediately outside the event space.
We hope you have a great and successful event filled semester.