One of the privileges of being a recognized student club is the ability to reserve space for meetings or events on campus. Student clubs typically hold two types of events. The first are recurring (weekly or bi-weekly) meetings. The other type of events are classified as one-time large events. Large events include fundraisers, lectures, week-long events (i.e. Preservation Week), movies, dances, field trips or anything else that is not a regular meeting.
Process for Reserving All Campus Spaces:
1. For club meetings, email your completed “Student Organization Program Request” form (Appendix A) to email@example.com at least two weeks prior to your desired event. Requests within two weeks of the event date will not be processed.
2. For club events, club advisers fill out “Physical Resources Reservation Request Form” (Appendix B). E-mail completed form to firstname.lastname@example.org at least two weeks prior to your desired event. This form is not accepted if filled out by a student.
3. Once form is submitted to ICC, your request will be forwarded to Physical Resources for consideration.
4. Unless otherwise notified, your reservation is complete. If your club is asked for more information, a prompt response is needed in order to get your reservation complete on time.
Process Tips: Reserving space is one of the most basic tasks clubs must complete; however, it can become a complicated process. Clubs can avoid this by following these tips:
1. Submit requests early. Space on campus is limited and is reserved by all departments at SCAD. Clubs have a better chance of getting the space they request if they turn in their request the quarter before the meeting/event.
2. Be flexible. SCAD is constantly looking to improve its facilities, so space that was able to be reserved during one quarter, may be unavailable the next quarter if the building is being renovated or the purpose of the space changes. ICC will inform student clubs if we become aware that a space is no longer available.
3. Have multiple locations and dates as options. The exact date and time you request may not be available, but we can work together to brainstorm other options. The more options you provide, the easier the process will be.
4. Decide if you are reserving for recurring meetings or a one-time large event. There are different forms that must be submitted (see above).
5. Talk with your club adviser about your space needs. He/she may be able to provide valuable insight.
6. Outdoor events and foul weather calls should be discussed no later than two hours before event start time so that all vendors and participants can be notified. If it begins to rain or other inclement weather occurs during an event, all professional and student staff must remain until participants and vendors (if any) have vacated the event premises and physical resources is notified, as long as it is safe to do so. Otherwise, professional and student staff should seek shelter.
Event Planning Tips: Here are some additional things to consider when planning large events:
- 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 “Physical Resources Reservation Request Form” can take up to two 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.
- 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.
- 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.
- 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.
- Transportation: How are students going to get to your event? Please note that SCAD transportation leads to additional costs.
- 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. When reserving space, ask if food is allowed in the requested location.
- Audio/Visual Needs: If your event includes some type of presentation, you will need access to A/V equipment. You can request A/V equipment on the space request form, or ask for a room with a projector.
- 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.
Reserving Space for Exhibitions:
Student clubs interested in hosting a exhibition of art work in any SCAD facility will need to work directly with the Exhibitions department here at SCAD. Club officers should work with their adviser to facilitate this process. He or she should complete the Exhibition Request Form and return it to: SCAD Exhibition Department, Attn: Curator; Evans Hall 212 W. Hall Street, Savannah, GA 31401, 912-525-4727 (office), 912-525-4952 (fax).