Proper Prior Planning Prevents Poor Performance
Student organizations are encouraged to meet with the Student Life/Student Activities Office staff when planning programs and events. The staff has a wealth of experience and resources to assist organizations. Organizations are additionally encouraged to schedule and coordinate their programs through the Student Life/Student Activities Office to insure minimum conflicts with dates and services. There is nothing worse than having two events on the same day and at the same time, targeting the same audience.
Events must be scheduled in accordance with Western Connecticut State University policy. A Facilities Reservation Request form must be completed for all events held on campus. Student organizations are encouraged to hold events on campus. If an event is to be held off-campus, the sponsoring organization is responsible for insuring that all insurance and liability issues are resolved before submitting any contract or request for payment. Failure to do so may result in suspension of the organization's right to hold future events off-campus.
This event planning guide has been developed to assist student organizations with their program planning. By following the timetable provided, organizations can meet the various deadlines and insure a successful program. Events held off campus should follow this guide; however, plan for greater lead time to secure your site.
Preliminary Planning
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Pick a tentative date for the event. Choose a back-up date. Your dates should reflect the target audience as well as your organization.
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Determine the estimated budget for the event.
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Discuss details of the event, such as its theme and type (lecture, dance, meeting, etc.), with your general membership or committee members. Remember that the Student Life/Student Activities staff is available to assist you.
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Develop deadlines, tasks and checklists to assist in your program plans. Plan with the end in mind and allow for enough time to finish tasks.
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Contact prospective speakers, performers, etc., and discuss tentative plans. Remember, oral contracts are NOT permitted.
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Make an appointment to see the Student Center Operations Manager, Westside Campus Operations Manager or the Office of Facilities Scheduling and Promotion. Reserve tentative space and discuss needs for the event (audio visual, room layout, etc.) and get an estimated cost, if any. Once all the details are set, you will be able to book the space for the event.
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Bring completed Personal Services Agreement Request (PSAR) form to the Student Life/Student Activities Office. Please bring as much information as possible, including background information on speakers, performers, bands, etc. A biography or resume is preferable to general notes. Student organizations cannot enter contracts with performers.
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Put together your marketing plan. This includes general advertising (flyers) as well as special media such as TV, Radio, Newspapers and other ideas. BE HONEST! Complete a Publicity Request Form if you would like the Student Life/Student Activities Office to assist you with publicity.
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If the event requires food/beverage service, make an appointment to meet with a representative of Sodexo Dining Services to discuss your needs. Catered events held on campus (except small membership meetings) must be catered by University Dining Service.
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If admission is to be charged, order tickets through the Westside Campus Center Office. Only official University tickets may be used for student organization events. See tickets under the Services for Student Organizations section.
At least two weeks prior to the event
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Review entire event for omitted details.
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Organize a committee to setup, decorate and cleanup the facility, if necessary.
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If necessary, get volunteers to work the day of the event (taking tickets, greeting special guests and artists/hospitality, cleanup, etc.)
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Make all arrangements for the Artist (hotel, transportation, food/refreshments). Make sure everything is in place for the artist as noted in artist’s contract rider.
One Week prior to the event
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Last chance for changes to room setup or food service.
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Follow up on any loose ends (marketing/facilities)
Day of event
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Arrive early. The person in charge of the event should introduce him/herself to the Building/Facility Manager to go over any last minute changes to the plan.
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Double check the rider to make sure everything is set for the artist’s arrival.
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Confirm transportation arrangements for artist (If necessary).
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Have volunteers on site at an appropriate time prior to the event to go over logistics of the event with the facility managers.
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Greet special guests and performers.
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Start your event only after everything is set. Be sure to start on time as not to penalize those who came on time.
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Enjoy the event! But be prepared for any situation by remaining actively involved with the program (don’t go away with friends and ignore your role in the event).
Immediately after the event
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CLEAN UP. The rule is “Be sure to leave the space the way you found it.”
Within Three Days after the Event
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Evaluate the event. Did you meet your expected turnout? Decide what, if anything, could have been done differently. Keep SWOT (Strengths/Weaknesses/Opportunities/Threats) in mind when evaluating the program. Keep notes on file for future reference.
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Recognize the volunteers! Send a quick thank you to all that helped with the program…you’d be surprised by the response!
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Meet with the Student Life/Student Activities staff to review the event.
Any recognized student organization may invite performers to the University subject to the following guidelines.
- The Student Life/Student Activities Office must be notified of all performers, including but not limited to speakers, bands, dj’s, and comedians. All performers must have a signed contract, whether they are being compensated or not.
- Notification must be submitted at least six weeks in advance of the program, at the time of filing/signing the Facilities Reservation form.
- Exceptions to the six week rule, in order to allow for use of unexpected opportunities for a performer, may be made to the Associate Director of Student Life/Student Activities under extenuating circumstances.
- The notification shall contain sufficient information to identify the performer, including background information, lecture topic, artist's genre/material, nature of the event and the address and phone number of the performer or performer's agent, if requested.
- Student organizations are prohibited from directly entering into contracts with performers. The organization leader and advisor must complete a PSAR form and forward it to the Associate Director for Student Life/Student Activities .
- All contracts require the signature of the Vice President for Finance and Administration. No contracts will be signed unless there are adequate funds in the organization's account(s) to meet the obligation of the contract.
- All contracts requested by student organizations must be executed on a State of Connecticut Personal Services Agreement (PSA) form. These PSA’s have been approved by the Connecticut State Attorney General's office. Vendor supplied contracts are not permitted.
- If the performer is funded through Student Government Association funds, and the fee is over $3,000, the Student Life/Student Activities Office must be involved in the contract negotiation.
- All performers not affiliated with the University must be sponsored by a recognized student organization. No invitations should be issued, nor should publicity be released, prior to having a fully-executed Facilities Reservation Confirmation and PSAR.
- If an invited speaker is known to represent controversial or extreme views or to reflect a particular philosophy, it is extremely important that time be allowed for rebuttal, debate, question/answer period, or some similar procedure in order to insure that opposing views are heard.
- Publicity and communications concerning events must clearly identify the sponsoring organization and should carefully avoid stated or implied University sponsorship.
In order for payment to be made under a contract, there must be proper documentation that the event took place. Such documentation shall include:
- Confirmation by the faculty advisor or a member of the organization who was present during the event.
- An affidavit may be requested from an officer of the organization (other than the officer requesting the contract) confirming that the event took place. Back to top.
If an event is held off-campus and food will be served, the following information must be submitted to the Student Life/Student Activities Office at least two weeks prior to the event:
- A copy of the Health Department permit.
- Itemized invoice (tax exempt), including price per person.
- A copy of the facility's liability insurance. Depending on the nature of the event, the facility might be required to name Western Connecticut State University and the Connecticut State University System as additionally insured.
- The maximum capacity of the facility.
If alcoholic beverages are being served, please see the "Alcoholic Use Policy" section for further information. Back to top.
