Planning Large Events
Student clubs typically hold two types of events. The first are weekly or bi-weekly meetings. The club officers and advisers run these meetings. The other type of events are classified as large events. Large events include fudraisers, lectures, week long events (i.e. Preservation Week), movies, dances, field trips or anything else that is not a regular occurrence.
To request space for a large event, you must complete the Large Event Request and turn it in to the office of student involvement. If you have questions about the form, contact firstname.lastname@example.org or come by the office of student involvement. You should always consult with your club adviser when planning large events.
When planning large events, there are several factors to consider.
1. Timing: Always consider what else is happening on campus when planning your event. This can affect the availability of space on campus and resources needed to help your event. Also consider that the Large Event Request form can take up to 2 weeks to fully process. You must have a reserved space to properly plan the event and advertise the event. Space requests for large events should be turned in at least 2 months before the event.
2. Location: According to the policies and procedures, clubs must hold events on campus. The one exception is if the club is going on a field trip. All off-campus trips must be approved by the club adviser and the ICC adviser. Club advisers must go on the trip with the students and students must fill out liability forms.
3. Risk: Any event has some inherent risk. ICC and the office of student involvement exist to help clubs consider all the types of risk associated with an event and ways to reduce and eliminate risk in club events.
4. Publicity: How are people going to know about your event? Post flyers on campus can be helpful, specifically if you are targeting student from specific majors. Any flyers posted on campus by student clubs must be approved by the office of student involvement.
5. Transportation: How are students going to get to your event?
6. Food: Serving food can be a great way to get people to attend your event and keep them happy, but it can get expensive and be messy. Always think if spending your funds on food is the best use of your club’s funds.
7. Audio/Visual Needs: If your event includes some type of presentation, you will need access to A/V equipment. You can request AV equipment on the space request form, or ask for a room with a projector.
8. Personnel: Who from your club is helping to accomplish the tasks needed before the event? Who will be on site the day of the event? One of the most difficult aspects of serving as a club officer is delegating responsibility, however delegation is crucial in successfully organizing a large event.