Student Organization Event Planning Resource

So You Want to Plan an On-Campus Student Organization Event? Here’s the How To at WCU:

The Office of Student Engagement is actively updating our event policies and procedures.

If you plan on having an on-campus event other than an organization meeting (executive, tabling, or general body meeting) please do the following:

  • Submit your space reservation and connect with your space manager.
  • Create your organization's non-standard event on RamConnect within (4) weeks to start the approval process.
    • Standard events need at least 72 business-hours' notice to ensure it can be posted to RamConnect.
  • Look out for emails to set-up meetings to talk through your event more and get you connected to the right people.
  • Once everything is complete, your event will be approved and will be posted to RamConnect.
  • Take attendance via RamConnect at your event.

This guide is offered to provide information to recognized student organizations at West Chester University about event planning policies and procedures in addition to those offered in the University Event Planning site through University Affairs. This site will guide you on most things that will apply to your student organization event, but please be sure to view the University event planning site in addition to this resource.

Event Updates and Announcements

What do you mean by “event?”

  • Student organizations have a ton of different events at WCU, but not all of them need to be submitted through our process. We hope that this website helps you to plan and navigate all types of events at WCU.
  • Standard events include executive board meetings, vending tables, and general body meetings where all the organization is doing is disseminating information. These should be posted to RamConnect if they are open to all students, but do not need to be submitted within (4) weeks.
  • Sports club practices and games should follow all procedures set out by the Campus Recreation staff.
  • All other events must be submitted to the Office of Student Engagement with (4) weeks' notice.

Why is it Important to Follow Procedures When Planning an Event?

  • Policies and procedures exist to ensure the safety of your event and the WCU community. It is critical to follow all policies and procedures that have to do with your space and type of event.
  • Following policies and ensuring your event is successful will provide you with a variety of leadership skills that you can use at college and beyond. Some skills include but are not limited to:
    • Delegation
    • Budgeting
    • Logistics
    • Problem Solving

What Happens if My Organization Does Not Follow This Policy?

  • If a student organization fails to abide by any of the policies outlined in this resource, or any policies of the space venues on campus, the group will be held accountable through the Office of Student Engagement.
  • If a violation of the Code of Conduct occurs at an event, the student organization will be held accountable through the Office of Student Conduct.

Before Your Event

  • Think about the purpose of your organization. Does this event tie back to that purpose? What is the goal of the event?
  • Can I collaborate with another organization or department on campus with a similar purpose statement?
  • Who will be the point person for the event?
  • How much money will I need for this event? Do I have enough money or do I need to fundraise more?
    • Apply for an semester request through the Student Government Association.

4 Weeks or More Before

  • Reserve space for your organization through 25 Live or other space reservation pathways.
    • Note – a reservation is NOT a confirmation. You will have to wait for confirmation from your space manager.
    • If it is a special event, have your Event Specialist submit the reservation.
    • Think about a rain date if it is outside.
    • Think about your room set-up.
  • Create your event in your organization's RamConnect portal.
  • Speak with your advisor to let them know about the event and ask if they can be there if the space requires them to attend due to AV needs or other reasons.
  • Secure any contracts for outside vendors/performers.
  • Submit orders for food from New Street Catering or submit your waiver.
  • Create your marketing plan!
    • RamConnect, social media, digital signage, flyers, etc.

3 Weeks

  • Meet with the space manager, if needed, to discuss any work orders, tables, chairs, etc.
  • Meet with the Office of Student Engagement staff, if needed.
  • Start to execute your marketing plan.
  • Make any purchases that you need for the event.
  • Start planning the set-up and clean-up needs and requesting volunteers from your organization.

2 Weeks

  • If Public Safety reaches out to you after you submit your special event form, set-up your meeting and meet with an officer to talk about your event.
  • Follow-up with all vendors for your event.
  • Make sure that Donna Snyder from SSI receives and signs your contracts.
  • Create your assessment for your event to send out to attendees.

Week Of

  • Host a meeting with your organization and volunteers to make sure everyone feels good about the plan for the event and their roles.
  • Have a walkthrough of the event space, if needed, with Public Safety, staff, advisor, and volunteers.
  • Create an FAQ for your volunteers.
  • Communicate with vendors and attendees about where the location is, how to get there, where to park, etc.
  • Create a to-do list and make sure all details are accounted for for the set-up, event, and clean-up.

Day Of

  • Have a schedule that is shared with your team.
  • Check all AV needs before the event and reach out to a space manager if things are not working.
  • Make sure attendance tracking method is in order.
  • Think about the flow of the event and mark where lines will stand.
  • Ensure space is clean and all policies relating to the space are followed.
  • Communicate with any staff or Public Safety officers who are at the event.

Post Event

  • Ensure all vendors were paid.
  • Send thank you messages to volunteers, speakers, vendors, etc.
  • Send assessment to attendees.
  • Keep any notes and files from the event in RamConnect documents for the next officer.