How to Plan Your Student Group Meeting or
Event
Whether you're scheduling your group's weekly meetings or campus-wide
events, the key to putting on a successful event is careful planning.
The Office of Student Development Programs and Scheduling Services want to
help you create great events that will help your organization, so feel free to
utilize both offices for help in your planning process.
Schedule Your Space
The first step in planning your event is filling out the Event Reservation
Form with Scheduling Services. When you fill out the form, please
have the following:
- University account number
- Date and time of meeting
- Possible places for your meeting
- How many will be in attendance
- Any special needs (food or AV)
- Detailed Description of activities
After you have scheduled your space and you receive your confirmation, verify that everything on it is correct.
Other Issues to Consider
Outdoor Events
If you are planning an outdoor event, fill out the Outdoor Events
Form and
schedule a meeting with Program Advisor in Student Development Programs.
The Program Advisor will review the outdoor event policies with you and help
you make your event a big success.
Food
Many students get frustrated with the policies regarding food at their
events. To save yourself from frustration, it is important to understand
these policies, but if you just want the basics, here is what to
remember. Inside the UC, if your event will have more than 50 people
attend, you have to order your food from the Catering Office (UC Room 213,
812/464-1859). Otherwise, just have your food approved by the Scheduling
Office when you reserve your space.
Policies
Did you know that different buildings on campus have different policies
for events? If you think about it, the UC would be a much better place
for a concert than the Library. So when you reserve some space for your
event, you should be familiar with the policies for that space.
There may also be different policies for the type of event that you do. Fundraisers, concerts, movies, and video game competitions have specific policies related to them. Review the Policies section or talk to the Program Advisor in the Office of Student Development Programs to make sure you follow the policies for your events.
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