Beginning the Process:
Complete the on-line Event Registration Form (at least 3 weeks before the event) for event approval from Student Activities and facility approval from Student Union. Please note that there will be a $50 cancellation fee if the group does not give a notice of one week.
Outline assignment of tasks by individuals from your club:
- Booking the Entertainment
- Filling out the Financial paperwork/Arranging for Public Safety
- Advertising
- Setting up the event/Meeting the entertainer
- Cleaning up the event
- Filling out the Evaluation Form
Booking the Entertainment
Determine how much money can be spent for a particular/string of events.
Contact an agency (There are materials available in the Student Government Office. Do not take materials with you. Everything must be kept in the office).
Call an agency and work out a deal for the type of entertainment that you want. Stay within your budget.
Arrange for the agency to send you a contract. It can be sent in the mail or via fax.
Review the contract. Have it signed by the Associate Dean of Students and send it back to the agency. Keep a copy of the contract for your records, for Purchasing, and for Public Safety.
If the event requires food, arrange for it through FLIK Dining Services. Ask for the catering manager.
Reserve the necessary technical equipment (Microphones, speakers, etc) from the Student Union by filling out a Tech Request Form (at least 2 weeks before the event). These forms are available via the Event Registration Form.
Contact Cynthia Conte & Kevin Kennedy (Campus Operations) to review the contract, regarding any electrical or set-up needs (extension cords, voltage requirements, risers, orange fencing, etc) at least 2 weeks before the event.
Filling out Financial Paperwork/Arranging for Public Safety:
Fill out all Purchase Orders to process payment. Purchase Orders are used to pay for the entertainer, food, and any other booking agency that you may be using. Expense Vouchers would be used if you need money for a Cash Advance to buy supplies for an event. All Financial Forms are available in the SG Bank or in the Student Life Office.
If the event is going to be a large event, then you should check with Public Safety to see if there is a need for additional officers.
Advertising:
Once the event is finalized and your organization has confirmed the date, time, and location, it is time to let the SHU community know what it is coming. The following methods are some ways to do this (Please announce that a SHU ID is required for all events):
Spectrum
Heartbeat
Bulletin Board
Channel 6
Flyers
Posters
Table Tents
No matter what methods you choose, it is in your best interest to have what you do look as professional as possible. It will all reflect your event.
Setting Up the Event/Meeting the Performer:
Choose a representative to meet with the GA on Duty at least 2 hours before the event to discuss the format of the day/evening and to get the clicker/stamper. (For information regarding the GA on Duty and how to contact him/her, please visit the Student Life Office located upstairs in Hawley Lounge).
Choose a minimum of 6 people to be there 2 hours before the start of the event to begin set-up and close the location to anyone not involved with the event.
Set-up the staging/risers that should have been reserved in the ERF
Arrange any and all decorations, if applicable
Arrange for a club representative to meet the performer/entertainment. This Person is responsible for making sure that he/she/they have whatever they need or requested. Alcohol is never to be given to the performers. If they give representatives any problems, find the Graduate Assistant on duty.
Arrange to have staffing at all entrances and exits to direct students to the main entrance
Cleaning up the event:
Pay the performer. The GA on duty can get the check for you.
Choose a minimum of 6 people to be there for the completion of the event.
The area that was used must look exactly the way that that it was found. It is not the responsibility of the GA on duty to clean up after the club/organization.
All publicity for the event is to be taken down no later than noon on the following day. Failure to do this will result in a $1 fine for each advertisement found.
The person in charge of the event must complete an Event Evaluation Form and should remember to thank all of those that helped out with the process.
Good Luck with your event. If you have any questions, please do not hesitate to call one or all of the following:
Allie DuBose for Reservation/Event Confirmation Questions – 371-7913
Mike Tarantino for Finance Questions – 396-8370
GA on Duty for General Questions – visit the Student Life Office for GA contact info
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