How to plan a perfect event. Step #1 Approval from the Student Life Office Contact Cheri Smith in the Student Life Office and request a Student Activity.

How to plan a perfect event

Step #1 Approval from the

Student Life Office

Contact Cheri Smith in the Student Life Office and request a Student Activity form.

Please Include the FollowingInformation:

Name of the event Date(s) of the event Is this a meeting, lecture, class, workshop, seminar,

or other? Time of the event – define the actual event time

and amount of set up time needed Number of people expected to attend Location choice (Building and room number) SECOND Choice of location Please specify set-up (Square, Workshop, U-Shape,

Theatre, Banquet, or Other) Do you need a table(s) for refreshments? Is any audio visual required?

Step #2 An Approved Activity Form!

Once your activity application has been approved by the Student Life Office, it’s time to see if your desired space is available!

Step #3 The Space Request Determine who you should reserve

your space from! Robbin Snodgrass Special Events

Coordinator at 921-4451 [email protected] Cathy Cervantes Facilities Scheduler at 921-4452 [email protected]

Step #3 Determining Who to Contact

Contact Robbin if: Your target audience includes the

outside public. Your event involves inviting an

outside speaker or an organization. Your event involves catering and

the assistance of Public Safety. Your event is large and scheduled

for more than one location around the campus.

Determining Who to Contact cont.

Contact Cathy if: Your target audience is RVC

students/faculty or staff. You are requesting space for a

table for information or food or fundraising.

You are looking for a meeting space for your group or club.

Step #4 Have Your Activity Form Signed Your space is not reserved until

your activity form is signed. You may also need to have your

activity from signed by other departments- this takes foot work!

Bring your Activity From over to Robbin or Cathy in Business Services to have it signed.

Service Support Building 1306

First floor of the SSB (kiddy corner to Public Safety)

Step #5 Confirmation and Returning the Activity Form

After space has been assigned and all signatures are in place an email confirmation will be sent to your Club Advisor, POM, Public Safety and the Student Life office.

Please return the Activity form to the Student Life Office.

Successful Event Planning

Some space is not schedulable Lounges, study areas & water areas

are not Decoration must be in accordance

with Office of the State Fire Marshall No open flamesNo Pets allowed

No helium tanks allowed on campus

Successful Event Planning

No overnight camping No gambling or games of chance No alcohol allowed Tailgating not permitted Make sure your caterer is

approved Boiler house and POM staff are

required Public Safety are required

QUICK TIPS

Plan ahead Picture the room Communicate your vision Reconfirm 48 – 72 hours prior

to the event -Cancellation?Changes to set up?

After event - follow up with assessment

Have Fun