Event Planning

Programming is the creation, planning, and implementation of activities for students and staff that build a sense of community, enthusiasm, and responsibility on campus. This is done by addressing a majority of the students’ needs, and providing leadership and communication opportunities. The purpose of all programs is to create a relaxed atmosphere in which students create worthwhile experiences for fellow students. Programs offer diversion from academic life while providing information on new topics, challenges, and good times! A programming checklist can help you with planning out all aspects of an event, from catering to clean up to thank you notes.

• Event Planning Checklist

Budgeting

When planning an event, two primary questions must be considered: How much will the program cost? How will the program be funded? A budget is a guideline for your plan of action. To be effective, a budget should reflect knowledge gained in past ventures.

Promotion and Publicity

Everyone knows that a good promotional campaign is essential for the success of a program. Since the right promotion depends on the type of program, it might be helpful to think about that before you start on your promotion.

• Flyers: Flyers may be submitted to the Office of Student Activities for posting.  Postings must be applicable to the campus at large, include the name of the sponsoring organization, and be approved by Student Activities.  Organizations may submit up to 10 copies of a flyer to be posted on the kiosks and bulletin boards around campus

• Napkin Insert/Table Tent Request Form: this form is used to request Napkin Dispenser Inserts and Table Tents in the commons and the Cove. Requests must be submitted at least 5 days prior to the display date. See more information about displaying Napkin Dispenser Inserts and Table Tents by clicking into this form. 

• Catwalk Banner Request Form: This form is used to request Catwalk Banners to be made and hung from the third floor catwalks in the McCombs Campus Center. Request must be submitted at least 5 days prior to the display date. Priority will be given on a first-come, first-served basis.

• Concourse Banner Request Form: This form is used to request Concourse Banners to be made and hung in the McCombs Campus Center. Request must be submitted at least 5 days prior to the display date. Priority will be given on a first-come, first-served basis. 

• Event Calendaring Form: This form is used to add an event to the Student Organization Calendar in the Commons, the take away calendars, the chalkboard in The Cove, and the kiosk calendars.  Events must be submitted no later than the last day of the month prior to your event. 

• Request for Chalking on Campus: This form is used to request permission to use chalk on campus sidewalks to promote an event.  Requests should be made a minimum of 7 days in advance.  Priority will be given on a first-come, first-served basis. 

• Campus Notices: A public bulletin-board for communicating with students, faculty, and staff at Southwestern University. Postings made to Campus Notices are available via the website and as a daily-digest email. Emails are sent on weekdays at 8am.

Contracting Performers

Note: All contracts must be done through the Office of Student Activities. Please contact a member of the staff when working with a performer/speaker for an organization event.

All performers/speakers providing a service on campus will require a contract. The Office of Student Activities can help you with the process. They will help you figure out insurance, check requests, and all the information needed for the contract. All contracts must be approved by the Director of Student Activities and the Vice President for Fiscal Affairs. All contracts must be signed and executed before a performer/speaker is allowed on campus. Please allow at least one month to complete the contract and payment process for any event.

Any performer/speaker being brought to campus that is not being paid for their services must complete a Visitor Hold Harmless Agreement. Please contact the Office of Student Activities to get this form completed and sent to the performer/speaker. This form must be signed before the start of the event. Please allow for at least two weeks to complete this process.

How to Schedule a Room or Event

Please schedule a space at least five business days in advance to ensure availability as all requests are handled on a first-come, first-served basis. By completing your reservation in advance, you can ensure that all furnishing requests and audiovisual requests can be met.

Priority Events

Requests for event space should not be made if the event coincides with the University’s Priority Events. Priority Events are those events which no student, faculty, or staff member may be denied the opportunity to attend because of a conflicting meeting or event. They include:

• All Chapel Services including Candlelight

• All Homecoming Activities

• Family Days/Parent Orientation

• The Brown Symposium

• Commencement and other special convocations

• Study Days and Final Examinations

• Student Body Forums

• Shilling Lecture Series

• Writer’s Voice

Anyone reserving University facilities must adhere to the policies of the University. Individuals/groups not adhering to building policies can be denied future access to facilities and held financially responsible for damage.  Please review the building policies before making any reservations.

Scheduling Procedures

Southwestern students, faculty, and staff wishing to reserve University facilities may go to this page for directions on how to reserve a facility on campus. To REQUEST a facility, please visit the 25Live website and sign-in with your SU EID and password. (Please note that spaces can only be reserved for university events not personal events). 

Please note that only 2 people per organization will be allowed to schedule spaces for that organization. Schedulers must attend a training session held by Student Activities before they will be given access to the scheduling system.

DO NOT advertise or promote your event until you have received a confirmation email for your space. You should receive a confirmation email from the facility coordinator for each request you submit.

If your event requires special permission from the Director of Student Activities or the Dean of Students, be sure to get the appropriate approval.

The confirmation email you receive is for the facility only. You should contact Sodexo Catering at (512) 863-1913 to confirm food/beverage service. Physical Plant and Audiovisual Services will contact you if your request for furnishings can’t be met.

Changes or Cancellations

Should you have any changes to your request, including furnishings changes, or you need to cancel your event, you will need to edit your event in 25Live and email all interested parties. If you need to change the audiovisual, or food/beverage requests, you will need to contact those departments directly.