Planning an Event
AT A GLANCE
8 Easy Steps to Plan an Event
Step 1: Begin with an idea
Step 2: Proceed to planning
Step 3: Seek funding to cover expenses (see below)
Step 4: Schedule the event
Step 5: Attend a Campus Activities Coordinating Committee (CACC) meeting
Step 6: Organize the program activities
Step 7: Accomplish the program
Step 8: Follow up with an evaluation of the program
Event Contracts and Funding
A program budget must be approved before facilities can be scheduled or contractual arrangements undertaken.
The leadership of the student organization will assure that funding is available before members may schedule dates, reserve facilities, or begin contract negotiations. After funds are approved, the Assistant Director of Student Activities will assist you with scheduling dates and facilities through CACC.
All contractual arrangements must be processed through either the Assistant Director of Student Activities or the Director of Student Activities. STUDENTS MAY NOT SIGN CONTRACTS. The Director and Assistant Director of Student Activities are the only authorized administrators to sign contracts on behalf of student organizations.
PROCESS AND POLICY
Step One: Program Ideas
The Student Activities Office staff will be happy to assist you in the creation and planning of your event. A variety of resources on films, speakers, performers, novelties, and more are available through the Student Activities Office.
Step Two: Planning
The outline on the following pages can be referred to throughout the planning process. This checklist is meant to be used as a guide, subject to the conditions of the event. If you need some suggestions for an event, consult with the Assistant Director of Student Activities.
Advance Planning
1. Make a rough outline of activities for the entire semester.
2. Obtain budget materials from Student Assembly Treasurer.
3. Submit a budget proposal to the Student Assembly. Good planning suggests that budget preparation for each semester should be completed during the preceding semester. Adequate funding must be obtained before scheduling or contracting can be undertaken.
4. Discuss preliminary ideas with your organizational membership and adviser.
a. Consider the following:
i. Program purpose and budget;
ii. Special permits, licenses or insurance required;
iii. Venue (campus facility);
iv. Special equipment (sound, lighting, staging);
v. Hospitality requirements (food, lodging);
vi. Security and safety;
vii. Committees/persons in charge.
Six to Eight Weeks Prior to the Event:
1. Obtain funding for the event. (See Step Three)
2. Schedule the event. (See Step Four)
a. Select date(s) with concurrence of the Assistant Director of Student Activities.
b. Select the campus facility most suitable for the event. Please feel free to consult with the Student Activities Office staff to determine the best space.
c. Complete necessary contractual arrangements (i.e., artist contract, or letter of agreement). Please work with the Assistant Director of Student Activities when you are contracting outside entertainment.
Step Three: Obtain Funding
The most common source of funding for student organizations is the Student Assembly. Before considering any other options, you should plan to apply to the Student Assembly for funds.
Consult the Funding section of this manual which includes proper procedure, Student Assembly funding codes, and sample budget forms.
For additional information on funding, please contact the Student Assembly Treasurer or Assistant Director of Student Activities.
Step Four: Scheduling an Event
Student organizations wishing to sponsor an activity should send an authorized representative to meet with the Assistant Director of Student Activities.
The Assistant Director of Student Activities will then confirm that the student organization has the necessary funds to cover the activity, or has received written co-sponsorship commitments from other groups on campus.
1. Co-sponsorship commitments need to be confirmed by a program representative of the group and must specify the dollar amounts that they are committing to the project, along with the account number from which those funds are to be transferred.
All student groups must first schedule an event through the Master Calendar Office for a date and time that does not conflict with other campus activities. All events must be cleared through the College's Master Calendar. To check on the availability of a specific date, check the online Master Calendar (link to Master Calendar). Use this procedure to post your event to the campus web calendar, as well.
*The desired facility is then reserved through the appropriate office or department (link to venues, capacities & resources). Placing an event on the Colleges Master Calendar does not guarantee a space for the event.
The Student Activities Office and/or the Master Calendar may deny a date or facility to any group if the program would significantly interfere with previously scheduled activities.
- Requests for calendar dates will be approved only if they do not result in two events drawing on the same probable audience in the same time period. The Campus Activities Coordinating Committee (CACC) will resolve conflicts and help coordinate all the details for student events. Advance planning and early scheduling of events are the best ways to ensure that you get the dates you want.
- Anyone scheduling an event on a week night (Sunday through Thursday) must recognize that students cannot be required to attend extracurricular events that conflict with classwork.
- Annually, towards the end of the spring semester, there are many student performances, public lectures, and exhibitions that represent the culmination of a term or more of course work. Accordingly, the period from April 25 through the end of the term is reserved for such events. Other events, such as professional concerts or lectures, may occur only under exceptional circumstances.
- Events or programs will not be scheduled after the reading period has begun. This is the first day after the last day of classes at the end of each semester.
- In all instances, use of College facilities will be denied if the sponsoring organization or individual places restrictions on the audience or participants that conflict with Title IX and the equal opportunity policies of the College.
After appropriate information has been received and the budget reviewed to ensure proper financial backing, the Director of Student Activities will review any contracts with organization representatives. The Director and Assistant Director of Student Activities are the only individuals authorized to sign a contract on behalf of a Hamilton College student organization. A student or adviser may not, under any circumstances, sign a contract.
If campus facilities are required (Physical Plant set-ups, food service, security, etc.) the person in charge of the event or the designated proxy will be directed to attend a Campus Activities Coordinating Committee (CACC) meeting to finalize arrangements (3pm every Tuesday in Bristol Center Penney Room).
Special, risk-oriented group events such as a bike race, 5-K run, etc., must first be discussed in the Campus Activities Coordinating Committee (CACC) meeting prior to final approval.
Partisan Political Events
As a tax-exempt institution, Hamilton College must conform to the provisions of the Internal Revenue Code. Simply stated, these provisions forbid partisan political activity by the College, but allow political activity by members of the campus community. College facilities and funds may be used by political groups on campus so long as this is done in an evenhanded manner, not favoring one political party over another. Student organization funds may not be used to financially contribute to a political campaign or other exempt fund or organization. The following is excerpted from a publication by the American Council on Education based on the Internal Revenue Code [Section 501 (c) (3)]:
The Internal Revenue Code absolutely proscribes participation in or intervention by an exempt institution in any political campaign on behalf of any candidate for public office.
Parties and Events with Alcohol
If beer or wine is to be sold or admission charged, a temporary beer/wine license is required. See the Director of Student Activities at least thirty (30) days prior to the event to determine if a license is required and to get application forms for a temporary beer or wine permit, if applicable. Only the State of New York Liquor Authority can authorize the temporary sale of beer/wine. Please refer to A Guide to Social Programming which is available at the Student Activities Office in the Bristol Center for detailed information about planning events with alcohol.
Step Five: Campus Activities Coordinating Committee
The Campus Activities Coordinating Committee (CACC) meets every Tuesday afternoon at 3pm during the academic year in the Penney Room, Bristol Center. The purpose of these meetings is to facilitate the planning of events sponsored by student organizations. A representative from the organization is required to meet with CACC at least one to three weeks prior to a scheduled activity.
Step Six: Organize the Program Activities
Three to Five Weeks Prior to the Event:
1. Organize and establish committees with persons in charge of major activities.
2. Make publicity arrangements.
3. Make arrangements for special equipment such as stage, sound, lights, audio visual services, tables, chairs, trash cans, etc. These items can usually be secured at a weekly CACC (Campus Activities Coordinating Committee) meeting or with the event reservation.
4. Obtain special permits, licenses or insurance. For information about licenses, permits, insurance or otherwise, please contact Irene Brogan, Director of Administrative Services at x4999.
5. Arrange for security if needed. Student Event Staff is coordinated at the CACC meeting.
6. Complete hospitality arrangements. Please give Bon Appetit plenty of time, they often have many events they are catering in one evening.
7. Confirm set-up and clean-up times and crews.
Two to Three Weeks Prior to Event:
1. Meet with the Campus Activities Coordinating Committee (CACC).
a. CACC meets each Tuesday from 3?4pm in the Penney Room, Bristol Center. All campus support and notifications can be finalized at this meeting (audio visual, security, physical plant, custodial, food service, housing, contracts, transportation, etc.)
2. Arrange for payment checks if applicable. A tax ID number or Social Security Number is required of the organization/person being paid
a. You should work in advance with the Student Assembly Treasurer to ensure payment is submitted in a timely fashion. You need at least two weeks prior to the event in order to have a check ready on the day of your event. If contracts are involved, please see the Assistant Director of Student Activities to ensure payment can be available at the conclusion of your event.
3. Establish work details. Recruit people for all jobs. Encourage volunteer help. Identify by name those people to be paid and request checks for payment.
Step Seven: Accomplish the Program
One Day Before the Event:
1. Make final check-up on the facility, seating, refreshments, equipment.
2. Provide an update to organizational membership and adviser.
Day of the Event:
1. Ensure that all committee assignments are carried out and details are underway.
2. Pick up payment checks from the Business Office.
Immediately after the Event:
1. Be sure to clean up.
2. Be sure to track all your expenses and complete a final expense report for your event. Copies of any invoices related to your event will be placed in your student organization mailbox. If you need to submit receipts for reimbursement, you must submit a reimbursement request and all original receipts to the Student Assembly Treasurer. You will receive copies of any check requests submitted for your event.
3. Return borrowed or rented equipment.
4. Send notes of thanks, as desired.
5. Remove all publicity materials (flyers, posters, banners, etc.).
Step Eight: Evaluate the Program
Complete an event evaluation form and submit it to the Assistant Director of Student Activities. All organizations that receive funding from Student Assembly are expected to complete such a form following any Student Assembly sponsored/funded events.
AVAILABLE RESOURCES
Audiovisual Support
Sound and/or lighting equipment is available to student organizations who are planning events that have such technical requirements. Often times, the required equipment is detailed on a technical rider provided by the artist who is contracted to perform. With this information in hand, the Student Activities Office can determine how to best meet your needs. Below, please find information which clarifies the services provided by Student Activities and Audiovisual Classroom Services and the type of events and locations they support.
Student Activities / Beinecke Student Activities Village
Cameo Voltz, x4194 (BSAV Tech Crew)
Theresa Gallagher x4194 (reservations and event arrangements)
The Student Activities Tech Crew will support the following:
1. Sound support to open mics, dances, poetry readings, and other non-academic functions.
2. Support for all events held in Beinecke Village and Bundy Dining Hall with the exception of special events (President?s Office, C & D, Admissions, and Academic Departments). *Support for events in Bundy are subject to equipment needs*
3. Service to all student groups in Bristol Center.
4. General service to all non-academic functions.
The Student Activities Tech Crew can support most events on campus. From a full band to an informal open mic, the Tech Crew can generally meet the needs of most events.
The Student Activities Tech Crew also can provide an overhead projector, slide projector, portable screen and TV/VCR for events.
The Student Manager, Technical Services can provide an assortment of sound equipment for student organization sponsored events. Generally, if sound support is needed for an event, the event organizer must send a representative to the CACC meeting which precedes the scheduled event (the CACC meeting should precede the event by 72 hours). All technical support must be scheduled 72 hours prior to the event. Requests made less than 72 hours prior to an event may not be considered. The earlier you make your needs known to the Student Manager, Technical Services, the better the Tech Crew will be able to fill them.
*Note: Sound service is provided to student organizations for events scheduled in public areas only (i.e., Beinecke Village, Bristol Center, Cafe Opus, dining halls, Chapel). When sound requirements exceed the availability or capability of College-owned equipment, additional equipment may be rented from local area companies. The only facilities with lighting are the Fillius Events Barn (which is located in Beinecke Village) and the Beinecke Village Annex. Due to the limited nature of lighting equipment, lighting for events in all other locations must be arranged through a local company. Costs for all rentals will be charged to the sponsoring organization. Please consult with the Student Activities Office for cost estimates and arrangements.
Audiovisual Classroom Services
Stefany Lewis x4231 (sound requirements)
Marilyn Huntley x4120 (film screenings)
Audiovisual Classroom Services will support the following:
1. Sound support for all lectures held in Wellin Hall, and classroom settings.
2. Projectionists for all film society showings held in KJ Auditorium.
3. General service for academic functions.
Audiovisual Classroom Services handles special requests for events. All requests should be directed to the Coordinator of Classroom Services at x4231.
Attendance at a CACC meeting is required for events that require sound support by Audiovisual Classroom Services.
*A Special Note About Film Showings
Public Performance Video Rights. By Law ? U.S. Copyright Act
Pre-recorded video cassettes and digital video discs available in stores throughout the United States are for home use only. The law requires that organizations and individuals who publicly exhibit video motion pictures and audiovisual works obtain licenses for such public performances. Pre-licensing is, therefore, required and is the responsibility of the sponsoring organization or individual. Please contact Audiovisual Classroom Services with questions pertaining to film licensing. Please contact the Student Activities Office at x4194 or Audiovisual Classroom Services at x4120 for further information.
Check Processing and VendaCard
Purchasing
Debby Prody x4323 (accounts payable checks)
Melissa Cannistra x4306 (reimbursements)
Carole Byrne x4998 (purchase orders, vendacards)
All advance and reimbursement check requests must be received by 12 noon on Friday and will be ready on Tuesday afternoon. The Business Office needs all ORIGINAL receipts to validate reimbursement.
All accounts payable check requests must be received by 12 noon on Tuesday and will be ready Thursday afternoon. Accounts payable checks are checks cut from student organization budgets as payments for services, including artist payments, speaker fees, DJ services, etc.
An authorized signature form, available at the Student Activities Office is necessary to change vendacard purchases to an account.
Campus Activities Coordinating Committee (CACC)
The Campus Activities Coordinating Committee (CACC) meets every Tuesday at 3pm in the Penney Room, Bristol Center. The purpose of CACC is to serve as a resource for event planning on campus. You should plan to attend one week (a minimum of 72 hours) prior to your event, or send a representative.
The following reps will attend the weekly CACC meetings:
Lisa Magnarelli Director of Student Activities
Cameo Voltz Assistant Director of Student Activities
Theresa Gallagher Staff Assistant, Student Activities
Representative Bon Appetit Catering
Wayne Gentile Assistant Director, Campus Safety
Terry Hawkridge Assistant Director, Physical Plant
Sue Campanie Events Coordinator, President?s Office
Mary Christeler Audio Visual Technician
Representative Student Event Staff
Representative BSAV Tech Crew
Campus Safety
Pat Ingalls x4141
Wayne Gentile x4141
Full consideration of security requirements should accompany the planning of each event. Crowd control, protective measures, reserved parking, and traffic control are some of the concerns dealt with by the campus safety office. Most security requirements for events are handled through CACC meetings.
Security Personnel
1. Arrangements for unarmed security personnel will be made by the Director or Assistant Director of Campus Safety with the concurrence of the Campus Activities Coordinating Committee (CACC).
2. Arrangements for extraordinary security measures, including armed security, will be made by the Director of Campus Safety with the concurrence of the Campus Activities Coordinating Committee (CACC) and the approval of the Dean of Students.
3. Please contact the Student Activities Office for the names and phone numbers of off-campus security companies.
*Note: There are charges for some forms of security services. See the Director of Campus Safety for specific information
Catering and Food Service
Monday ? Friday 8:30am - 4:30pm
John Pollak x4965 (Commons Dining Hall)
Annmarie Rossamano x4975 (McEwen Dining Hall)
David Urban x4985 (Catering, Bundy)
Danelle Parker x4080 (contracting outside catering)
If you are planning a group meal and Bon Appetit is catering, use your equivalencies to reduce the total costs. Types of equivalencies include meal exchanges (when the catered meal is the exact cost of eating in the dining hall) and price off-setting (when the price of a dining hall meal is subtracted from the price of a catered meal)
If you are traveling, you may use your equivalencies to obtain some food and drink items for your trip.
Ordering through Bon Appetit Food Service
1. Place your order with Bon Appetit, giving them a complete description of your needs. A minimum of 72 hours in advance is required for all events, however, special events may require longer notice. Bon Appetit?s Catering operation is located in Bundy Dining Hall. The phone number is x4985.
a. When placing a catering order, you are advised to attend the CACC meeting that is no less than 72 hours prior to your event.
2. Upon request, Bon Appetit will deliver and clean-up. Arrangements must be made in advance with Bon Appetit or the Physical Plant for clean-up. (See Physical Plant section for clean-up requirements).
3. If you need, please discuss food arrangements with your organizational adviser or the Student Activities staff.
Working with Outside Caterers
1. General Considerations
a. There are times when outside caterers (non-Bon Appetit or Café Opus) are hired to support receptions or special meals for Hamilton College. Certainly the diversity of choice is necessary, however, there are host responsibilities in arranging for these functions which may not be obvious.
b. All outside caterers must provide proof of liability insurance ($1,000,000 aggregate policy) and NYS Health Department certification. This paperwork must be in the Office of Auxiliary and Contract Services before a caterer can be contracted for service. The host is responsible to determine whether that paperwork is in place. If the paperwork is not in place, it is the host?s responsibility to get copies of it and file it at the Office of Auxiliary and Contract Services.
i. If an event is not catered by Bon Appetit or by Café Opus, nor is it catered by a licensed outside caterer, the only other option is pre-packaged food bought from a restaurant or store. Food safety is important.
c. The host must make the reservation for the event space.
d. The host must negotiate the menu and service expectation with the caterer.
e. If the outside caterer requires space, in addition to the event location, the host must make arrangements for this need. This space might include set-up space or pantry/kitchen space. Requests for adjacent rooms for set-up should be negotiated with Central Services and the Student Activities Office. All requests for kitchen or pantry space must be negotiated by the host of the event with Bon Appetit Catering before the contract is finalized. The College?s Food Service has priority use of these spaces. They will be made available to outside caterers only if they are not being used to support other College events.
f. Caterers must supply all of their own equipment - glassware, plates, silverware, pots, pans, serving equipment, warming carts, etc. If necessary, an organization may request equipment rental from Bon Appetit.
g. The host will be billed for any additional cleaning or damage to facilities as a result of the event.
Alcoholic Beverages
1. It is important to understand the College's Alcohol Policy. Please see the Guide to Social Programming for more information. The guide is available from the Student Activities Office.
a. Alcohol cannot be purchased with College funds.
Master Calendar
Sue Campanie x4107 (web posting)
The President's Office keeps a web calendar of all events scheduled for the campus. Posting of events to this calendar is required for events, campus-wide.
Physical Plant
Terry Hawkridge x4500
The Physical Plant Department can provide a variety of services for student organizations upon request. A minimum of 48 hours advance notice is needed. Plumbers, carpenters, electricians, and mechanics, as well as painters, laborers, and custodians are available with advance notice and for a fee or during work hours. Some of these services include:
Mechanical trades support electrical and plumbing services
Construction support: carpentry and painting services
The College has prefabricated stage and platform sections that can set-up inside or out of doors. Moving services can be provided for unusual or bulky items. For a reasonable charge, minor renovations, alterations, or construction services can also be provided.
Ground Crew support: set-up/take-down and moving service
Removal of stage and/or other physical props to a suitable location. This location should be arranged with both the Student Activities Office and the maintenance department.
Custodial support: cleaning and janitorial services
In all cases, you can anticipate charges for the clean-up of spaces after events. Certain clean-up responsibilities still rest with the sponsor, including these tasks:
- Remove all garbage bags to the dumpsters where possible, both throughout the event and after its completion. The garbage should be put in dumpsters or, if the dumpsters are full, in a previously arranged location.
- Move all garbage barrels to a suitable location.
- Clean mud, dirt, or other debris off the walls, windows, doors, etc., of all areas used for the event.
- Sweep dirt and other debris from the floor. Bag it and place with the other garbage. Any gross spillage or messes on the floor which cannot be swept should be cleaned.
- Clean the walls, ceiling, stall, etc. of the bathrooms.
- Prepare a list of any damages that occurred in the areas used. Please include the name(s), if possible, of those responsible for the damage, and forward to the Director of Student Activities.
Print Shop
Rich Brennan x4626 (Xerox copying)
Deb Wood or Yvonne Schick x4626 (press printing/color items)
An authorized signature, available at the Student Activities Office, is necessary to charge an account.
On average printing costs are:
$.05 first and second sides for 8.5 x 11 white or color paper
$.07 first side and $.05 second side for 8.5 x 14 white or color paper
$.07 first side and $.05 second side for 11 x 17 white or color paper
Card stock and binding costs are more expensive and vary depending on the type of paper.
Residential Life
x4023
Every RA has a mailbox in the Residential Life office. They are a good resource for advertising your events because each floor has a bulletin board for publicity.
Transportation
Theresa Gallagher x4194
All requests for College vehicles are managed by the Student Activities Office. Only recognized organizations may reserve a van.
When your organization considers programs and events off campus, it is helpful to know and
understand the following points:
Scheduling of College Owned Vehicles
1. Scheduling is handled by the Student Activities Office during office hours:
Monday-Friday, 8:30am - noon and 1 - 4:30pm.
2. Contact the Staff Assistant, Student Activities at Bristol Center (x4194).
Priority and Procedures
- Three vehicles are available for academic purposes and student activity support.
Requests by students and all student organizations? use should be directed to the Student Activities Office. Requests by all academic departments and programs, intercollegiate athletic teams, and faculty and administrative use should be directed to the Physical Plant.
- Vehicle availability will be based on a first-come, first-served basis. No person who has reserved a vehicle will be "bumped" or deprived of that vehicle during two weeks prior to the proposed trip except in the event of mechanical difficulties rendering the vehicle unsafe.
Driver Eligibility and Charges for College Vehicles
1. Faculty, administration, and their partners, holding a valid driver?s license, may drive College owned vehicles. A student must be designated an "eligible driver" to drive these vehicles. To drive a van, a student must have a valid driver's license, three years driving experience with no moving violations, and must successfully complete a driving test in a van with a Physical Plant representative.
2. A mileage charge, and the cost of driver time, where applicable, will be assessed for the use of College vehicles. Where appropriate, this charge will be made to the account of the department or organization using the vehicle. In other instances, payment is to be made to the Business Office by the individual user. The 2002 charge for college vehicles is $.31 per mile. User is responsible for the cost of any gas purchased during reservation.
Dispatch
1. Vehicles will be released to authorized drivers from the Physical Plant Office on Miller Road in accordance with the proper arrangements. The driver should report to the Physical Plant as close to the requested time as possible. In the evenings or weekends, the reserved vans will be released to the authorized driver by one of the following methods:
a. The driver who wants to drive his/her own car to the Physical Plant Office on Miller Road should first ask the Campus Operator at the Campus Safety Office to arrange for the safety officer to meet the driver with the van keys and the trip/authorization log.
b. Alternately, the driver may go to the Campus Safety Office thirty (30) minutes before the trip?s actual departure and request a ride to the Physical Plant Office. The Campus Safety officer can verify the authorization of the trip and driver, and issue the keys.
2. At the conclusion of the trip, the driver should ask the operator at the Campus Safety Office for instructions on disposition of the vehicle, keys, and log.
Length of Trip / Drive
1. The College Liability Insurance Policy strongly suggests that a driver takes a break every two to three hours. This translates to any trip in one day of a distance of greater than three hours, needs two authorized van drivers.
*A Note About Traveling:
1. When arranging a trip to travel off-campus, please notify Campus Safety and the Dean of Students Office. They should have the following information in order to contact students in the case of an emergecy:
a. List of students traveling
b. Destination and Accomodations
c. Contact Information including a phone number
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