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Student Organization Event Planning Checklist听

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Please use the checklist to plan your next student org event.

Funding:

  1. Treasurer of club or organization consulted to confirm that funds are available for your event to occur 鈥 this might mean getting written confirmation from multiple groups/offices/etc.
  2. Check-out student org purchasing card from Office of SEAL.
  3. Funding request form can be submitted to LUCC if club or organization lacks funding. More details on听LUCC page.

Room Reservation & Catering:

*Bon app contract does not allow student orgs to bring outside catering into Warch Campus Center*

  1. Date chosen for event and听听double checked to ensure there are no conflicts.
  2. Anticipated number of people in attendance determined.
  3. Appropriate space found that fits your event needs. Check the calendar for conflicts in that space and fill out a听.听听(杨贵妃传媒视频 homepage > event calendar > 鈥渞oom reservation application鈥)
  4. In order to get your event on the LU events calendar, check the 鈥淎dd to LU calendar鈥 box. In the Sponsor line, you must put 鈥淪EAL 鈥 (Org name)鈥
  5. 听at least 2 weeks in advance for food and/or beverages.

Contracts:

*A contract is required for any paid performer, speaker, or act. Designated university staff may enter into contracts: no deposits or verbal agreements should be made by a student.*

  1. Pre-contract form听completed no later than 30 days prior to event. Form found on seal webpage. (student life > student engagement, activities, and leadership (seal) > forms > pre-contract form)
  2. Treasurer of club or organization should review fund transactions on voyager to see remaining balance.
  3. Arrangements are made with seal office to pick up check no later than the day of the event. (or the Friday prior if it is on the weekend)
  4. Members of the club or organization have made arrangements to host performer or person visiting campus which includes meeting any needs described in their contract 鈥 for more details or questions, contact seal office.

Facilities (Outdoor event set-up):

*Students are not allowed to submit a work order for a set up. It must come from someone in student activities office.*

  1. 10 day minimum notice for:听迟ables,听chairs, trash cans, recycling containers
  2. 2 week minimum notice for:听别lectrical needs, contacting private lines (if renting tents that need to be staked down), water hook-ups (car washes/dunk tanks/etc.), permits (whenever you put up tents).

Equipment:

  1. Details are filled out in the online. Does your event need tables, chairs, a/v equipment etc.?
  2. If your event is in the WCC, follow up with events staff at听events@lawrence.edu听//听(920) 832-6839听with set-up requirements.
  3. If your event is in a different building, contact that building鈥檚 director and facility services with set-up needs for tables/chairs/etc.
  4. 颁辞尘辫濒别迟别听equipment rental agreement form听迟o use sound equipment from the campus center 5 business days in advance. (Equipment use is free for all student organizations across campus)
  5. If your event is a large outdoor event, you will need to get a noise variance through the city of Appleton. This needs to be completed at least 1 month in advance. Please contact Dakota McKee (dakota.mckee@lawrence.edu) in the Office of SEAL.

听 Event/Party Registration:

  1. Fill out the听event/party registration form听5 business days in advance.
  2. When registration form is completed, the Office of SEAL听will be in contact to set up an approval meeting.
  3. If alcohol is involved, work with Office of SEAL听迟o ensure safety and responsibility of those in charge and in attendance.
  4. Bystander intervention training must be completed for all large events and parties in houses. Contact Residence Life with questions about trainings.

Publicity/Advertisements:

*This should start at least a week prior to event, if not sooner if possible*

  1. Paper advertisements approved by seal office.
  2. request form: WCC, library, wellness center,听chapman hall, residence halls - contact it for support.
  3. Paper advertisements in WCC approved by information desk.
  4. Paper advertisements approved by appropriate people/owners of buildings if advertising elsewhere around campus.
  5. Outdoor advertising: clean up outside posters/chalking鈥檚 once the event has taken place. Want to paint one of the walls on drew or Lawe street?听Fill out reserve a wall form.
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Any event that uses LUCC funds has an obligation to advertise and open the event to the larger community. More communication resources.