Event Planning

• Event Planning 101
• Reserving Event space
• event & space USE policy
• catering Policy
• FOOD ORDERS
• Table Tents

Further Links:

• Funding 101

ASOC Event Planning 101

Below you will find the basic steps to planning any event on campus.  To the left you will find a list of college policies regarding reserving an event space, catering and food orders.

 

The Basics:

1     Brainstorm. 
What ideas do you have for an event?  

 

2.    Develop a budget.  
How much will the event cost?  Create a spreadsheet.

 

3.   Request money to fund the event

It is recommended that a ASOC/Residence Council Funding Request form be completed two weeks prior to the event.  The Funding Request Form is available in the SAC and Housing Services.  

 

4.   Register the event online.

Event Registration Forms are required for all programs sponsored by a club, organization, student, or office on campus. Events MUST be registered at least 2 weeks before the event. If you will be serving alcohol, the Office of Student Life supplies a list of bartenders that meets the college’s requirements. Remember, you need responsible hosts.

 

5.  Complete an engagement contract for any speaker, DJ, band or other performer.

This contract covers you and the college in event of any incident involving liability and ensures your performer will attend. These are available in the SAC. Only Student Life professionals can sign contracts.  Hand it in with the registration forms.

 

6.   Do a Work Request form for Facilities for any equipment needed.

The forms should be in Facilities at least a week in advance.  In order for your ASOC account to be used for charges, ASOC Finance must sign off on the request form.

 

7.   Make arrangements for any Audio/Visual equipment needed.

Submit request for AV needs online at http://departments.oxy.edu/av/studentrequestform.htm Arrange for delivery and pick-up as needed. Check a couple of days ahead of time to confirm.

 

8.   Communication

Make sure everyone is clear on what their role is throughout the event planning process and the day of the event. Assign job responsibilities within the group.

 

9.   Publicize the event.

Clubs and organizations charge fliers at the SAC or Copy Center using their ASOC account. Clearance through the Club Registration Process and by ASOC Finance is required in order to use the ASOC account.  All fliers must be stamped by the SAC for campus posting. Office of Residence and Greek Life (ORGL) will stamp all posters intended for residence halls. 

 

* You should not publicize an event until all  forms are completed and the event is registered.

 

10. Complete check request.

Make your check request for payment/honorarium a week before the event. Make sure your account has been updated with any allocations you have been given by Residence Council or ASOC. (A copy of contract and social security numbers are required.)

 

12. Changes or Cancellations.

Any changes or cancellations must be submitted to the Office of Student Life as soon as the club/organization becomes aware.  Clubs/organization that require Campus Safety service should contact and alert Campus Safety of any changes/cancellations.