Student Events Meeting Packet
Checklist (please check the boxes of the forms you are submitting)
 Student Events Meeting Form (required)
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Program Planning Guide (required)
Appropriations Appeal Form (if needed)
Sound Reservation Form (if needed)
Design Request Form (if needed)
Program Evaluation Form (required)
FALL SEMESTER 2014
Student Events Meeting
Appropriations
Time: Fridays @ 3:00 p.m.
Location: Student Center Conference
Room unless specified otherwise
(2nd floor of Student Center)
Time: Wednesdays @ 6:00pm
Location: Student Center
Conference Room
(2nd floor of Student Center)
August 29th (Student Center Basement)
September 5th
September 12th (Student Center Basement)
September 19th
September 26th
October 3rd NO MEETING
(FALL FACULTY CONFERENCE)
October 10th
October 17th
October 24th
October 31st
November 7th (Student Center Basement)
November 14th
Senate
Time: Wednesdays
@6:00pm
Location: Claver Hall 315
August 27th
September 3rd
September 10th
September 17th
September 24th
October 1st
October 8th
October 15th
October 22nd
October 29
th
November 5th
November 12th
November 18th (optional
November 21
December 5th
FINAL EXAMS
st
appropriations if necessary)
November 19th
THANKSGIVING BREAK
December 3rd
SPRING SEMESTER 2015
Student Events Meeting
Appropriations
Time: Fridays @ 3:00 p.m.
Location: Student Center Conference
Room unless specified otherwise
(2nd floor of Student Center)
Time: Wednesdays @ 6:00pm
Location: Student Center
Conference Room
nd
(2 floor of Student Center)
January 16th
January 23rd
January 30th
February 6th
February 13th
February 20th
February 27th
March 6
th
Senate
Time: Wednesdays
@6:00pm
Location: Claver Hall 315
January 14th
January 21
st
January 28th
February 4th
February 11th
February 18
th
February 25th
March 4th NO MEETING
(SPRING BREAK)
March 10th (optional
March 13
th
March 20th
March 27th
April 3rd NO MEETING
(EASTER BREAK)
April 10th
April 17th
April 24th
appropriations if necessary)
March 11th
March 18th
March 25th
April 1st
April 8th
April 15th
April 22nd
**Forms must be turned in to the RUSGA office on the 2nd Floor of the Student Center, room
#210 at least one week before the Student Events Meeting you plan to attend.**
Student Events Meetings
The Student Events Meeting is a weekly meeting to help individuals, clubs, and organizations go through the process of
planning and implementing an event at Regis. The Student Events Meeting committee is made up of students and staff
members who know the basics of running an event. The Student Events Meeting Committee is there to answer
questions and provide suggestions to help make the event run as smooth as possible. Listed below are the basic steps
that will help plan and put on a successful event for the Regis University Student Body.
Step 1: Have an idea for an event!
You can be a club putting on a program or an individual who has an idea about a great event for the Regis University
Community.
Step 2: Filling Out the Paperwork to attend a Student Events Meeting
Pick up the Student Events Meeting packet in the student organization space in the basement of the Student Center. Fill
the forms out and return them to the Student Government Office on the 2nd Floor of the Student Center, room #210.
If your event meets the criteria, you must meet with the Student Events Meeting 3 weeks before the event takes
place
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More than 50 people attending the event
If Rentals will be present at the event (i.e. inflatables, photo booths)
Food Trucks there
Event will take up the entire Quad/Boettcher Commons
If your event does not meet these criteria, meet with the Student Events Meeting 2 weeks before the event takes
place.
*If the club or individual needs funding for the event or program, they can go attend the Appropriations meeting that are
listed below. The club or individual must bring an appropriation sheet with them to the Student Events Meeting so the
committee can help the club/individual before they go to the Appropriations meeting.
Student Events Meeting
Date:
Club/Organization Name:
Club/Organization Representative(s) attending Student Events Meeting:
Representative(s) Email Address:
Name of Event:
Brief Description of Event:
____________________________________
____________
Date of Student Events Meeting Club Will Attend (Circle one date):
Where: Conference Room
*August 29th
September 5th
*September 12th
September 19th
September 26th
October 10th
January 16th
January 23rd
January 30th
February 6th
February 13th
February 20th
*Meet in Student Center Basement
When: 3:00pm
FALL SEMESTER
October 17th
*November 7th
th
October 24
November 14th
October 31st
November 21st
SPRING SEMESTER
February 27th
March 20th
March 6th
March 27th
th
March 13
April 10th
December 5th
December 12th
April 17th
April 24th
Program Planning Guide
Student Chair of Event:
____
Phone #:
Co-sponsoring organization(s), if any:
Event Information
Title:
Date:
Time:
Place:
Contact Name/Number:
Expected Attendance:
Goal(s) of program:
Who is your target audience/market for this event?:
How will we know if we had a successful event? Define success for your event:
Event Logistics
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Contact Event Services at x4143 to reserve meeting rooms or event spaces
Contact Walker’s Pub at [email protected] to reserve the Pub
Contact Media Services at x4265 to obtain additional media equipment
Contact Student Activities at x3505 to reserve a university van
Contact Bon Appetit at their email address, [email protected], for catering needs
Facility Reserved:
Rain Location Reserved:
(if needed)
Equipment Reserved:
(van, sound system, etc.)
Catering Contract:
_____________
Other Event Logistics
Execute Paperwork: Contracts and check requests must be turned in two weeks prior to event to ensure payment.
Questions? Check with your advisor or a staff member in the Office of Student Activities!
Internal Paperwork (Accounts Payable)
Initials
Date Completed
Initials
Date Completed
Check Request Form
Petty Cash Advance (keep all receipts!)
External Paperwork (Entertainment Agency)
Contract Submitted to Advisor
Rider Reviewed
Other Program Details: Reservations, decorations, refreshments, sign-ups, etc
Item
Who
Deadline
Completed
Publicity Campaign: Do not overlook this vital part of your program. Attendance is not always the most important
factor in evaluating success, but it is often the biggest morale booster for you, your committee members, and the image of
your organization.
Publicity Idea
Who
Timeline
Market focus
Cost
Marquee
Slide Show
InSite
RU Connected
Flyers
Tabling
Budget Review: Make sure you know the budget for your event.
*If you are seeking Appropriations funding for your event, please fill out the Appropriations form and bring it to the
Student Events Meeting.
Event Budget
$
Item
Cost
Details
Total Cost
$
Day of Program Detail: How will the actual day of program be carried out?
Time
Item
Who
Completed
Appropriation Steps
Step 1: Fill out Appropriations Forms & Attend Appropriations Meeting
If you are seeking appropriations funding for your event, complete the appropriations form and bring it with you to the
Student Events Meeting. Once the program has been presented at the Student Events Meeting, your appropriations
paperwork will be given to the chair of the Appropriations committee and you will be contacted via email. A Club
representative must then attend the Appropriations meeting and present their Clubs’ event to the Appropriations
Committee.
Step 2: Receive funding
If you are granted funding from Appropriations, you will need to meet with Thanh Nguyen, Assistant Director of Student
Activities to discuss options to receive the funding. You can email her at [email protected] or stop by her office in
the Student Activities Office on the 2nd floor of the Student Center.
Step 3: Put on your event
Step 4: Program Evaluation Form
After the event has occurred, the Club’s president must fill out the program evaluation form and turn in the form in to
the RUSGA Office (Student Center 210) to the RUSGA Vice President Mailbox in order for clubs to remain eligible and to
record the history of Club’s & Individual’s past event. This form needs to be turned in one week after the event has
occurred.
Appropriation Guidelines
Student Government funds are available to most registered student clubs and organizations. The Student Senate
Appropriations Committee determines single grant awards up to $1999. Allocation requests in excess of that amount
require a vote of the full Senate. Each appropriation will be evaluated on an individual basis. Therefore, not every
event that are within the guidelines will receive total/any funding and events that do not fall within the guidelines
may receive funding due to certain circumstances based on the discretion of the Appropriations Committee. Receiving
monies through the Student Senate appropriations process, clubs and organizations agree to use the received funds
under the following guidelines:
1. Grants of Student Government money are approved and distributed on a semester basis to registered Regis University
clubs and organizations. As a result, approved funds must be spent during the academic semester within which they are
issued.
2. Grant funds will be approved for use in three areas:
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Programs or events
Professional or student conferences
Organizational operations.
3. Organizations that will be using grant money to purchase event supplies MUST obtain a copy of the UNIVERSITY TAXEXEMPT NUMBER prior to making purchases.
4. Appropriations appeals will not be approved for FOOD, CLOTHING, and TRAVEL expenses to clubs and organizations.
An exception to the food prohibition is for food provided to the audience/participants at a program.
5. The Appropriations committee will not approve the following events
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End of the year banquets for a club that is not open to the entire Regis Community
Events that provide alcohol
If the Appropriations form was not turned in on time
If the event already occurred (i.e. no reimbursements for items that happened for a past event)
6. RUSGA encourages allocating other sources of money such as
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Fundraising
Co-Programming
The Make-Up of Each Committee
1. The Appropriations Committee is headed by the RUSGA Student Body Vice President. The committee will be
made up of a minimum of 3 Elected Class Senators that are appointed by the Vice President.
2. The Student Events Meeting Committee will be headed by the appointed chair. The Committee will also contain
a Senator from the Appropriations Committee, a Senator from the Organizational Review Committee, a
representative from Residence Life & a pro staff member from the Office of Student Activities, a member of
Marketing & Media Services, & a representative of Walker’s Pub.
3. The Organizational Review Committee shall be headed by a Class Senator and consist of a minimum of 3 class
senators appointed by the RUSGA Vice President.
The Appropriations Committee can grant money that does not follow these guidelines if under certain circumstances
Appropriations Appeal Form
Date:
Club/Organization Name:
______
Club/Organization Representative(s):
Representative Name
Representative Contact #
Representative Name
Representative Contact #
Advisor Name
Advisor Contact #
A club/organization senator must attend the Student Senate Meetings (every other Wednesday, Claver 315).
Club must be in good standing to receive funding.
Club Senator Name
Contact #
To assist the Student Senate Appropriations Committee, please attach the following information:
 A membership roster;
 Club/organization meeting time and location;
 A copy of the official club/organization registration;
 A brief explanation of the club/organization plans and goals for the semesters, a list of the
activities sponsored by the club/organization, and a description of the planned service project
for the current semester.
For internal use only:
Attended Student Events Meeting
Date:
Event Approved
Yes or No
Recommended to Appropriations
Date:
Contact Person for Appropriations Meeting
Funding Approved:
$
Budget: complete this form to detail the use of requested funds. Please limit budget to the current
semester.
Item
Amount
$
$
$
$
$
$
$
$
$
TOTAL
Example Form
Item
Chess Tournament Registration Fee
Instructor Fee
Chess Tournament in Quad
Chess Board for Demonstration
$
Amount
$60.00
6 people @ $10 each
$50
$10 (Candy for Kids)
$25 (Tournament Prizes)
$70
$
$
$
TOTAL
$215.00
DESIGN REQUEST FORM
Please complete this form in order to request advertising materials from
the Marketing and Media Services Committee. Please direct any questions regarding
advertising materials to Rayan Faris at [email protected].
Committee Requesting Design
Contact Person and Email Address
Date Design is Needed**
Type of Design (flyer, poster, etc.)
Name of Event/Happening
Date and Time of Event/Happening
Description of Event/Happening
Details to Include on Design
Vision for the Design (if you have one)
Any Other Comments/Specifications
Sound Equipment Reservation Form:
Name: ____________________________________
Department: ___________________________
Email: _____________________________________
Phone: ________________________________
Name of Event: _____________________________
Event Date: ____________________________
Event Location: ______________________________________________________________________
Description of Event:
__________________________________________________________________________________________________
__________________________________________________________________________________________________
___________________________________________________________
Equipment Needed:
__________________________________________________________________________________________________
__________________________________________________________________________________________________
___________________________________________________________
Staff Support needed: ____ Yes ____ No Please explain:
__________________________________________________________________________________________________
__________________________________________________________________________________________________
___________________________________________________________
Event Organizers’ Advisor Approval:
__________________________________
_______________________________________
Printed Name
Signature
___________________________________
Advisor’s Title
*Please note: requests made less than 1 week before the event may be denied depending on equipment and
staffing availability. Please direct any questions regarding sound equipment and setup to Angel Estrada at
[email protected].
Walker’s Pub
Programming Form
Programming Checklist:
❏ Contact Emma Shewmaker ([email protected]) to assure pub availability and request tentative pub
booking
❏ Complete Student Events Programming Packet
❏ Attend Student Events Meetings on scheduled Fridays at 3:00 p.m. in the Student Center Conference Room on
the second floor of the Student Center
❏ Complete programming form and submit to Student Activities
❏ Contact Emma Shewmaker ([email protected]) to confirm pub booking
Information about your Event and Walker’s Pub:
Event Name: ___________________________________________________________________
Committee/Club/Organization:____________________________________________________
Date:__________________________________ Time:__________________________________
Time Arriving for Set Up:________________ Completed Clean Up:
Time:___________________
_______________
●
Will this event require a specific pub set up?
●
Does this event require technical support (mics, speakers, etc.)?
●
Will you be serving food at your event?
●
Will your event require a bartender/pub staff member outside of the hours Monday-Friday, 5:00-9:00pm?
Just a couple of things to keep in mind while planning your event: Walker's Pub is a public space that is open to the
entire community during its hours of operation. If tables or chairs must be moved to accommodate your event, we are
happy to help you arrange that but a representative from your organization will need to be there to help for the set up
and tear down process. Lastly, if you plan on serving food, your committee will be responsible for setting up and
cleaning up. This includes taking out the trash at the end of the event.
Questions? Concerns?
Contact: Steven DaSilva, Director of Walker’s Pub at [email protected]
Emma Shewmaker, Assistant Director of Walker’s Pub at [email protected]
Program Evaluation Form
**This evaluation form is due one week after your event.**
Forms can be turned into the RUSGA Office on the 2nd Floor of the Student Center, room #210
Program Information
Event Title
Event Date
Location
Estimated Attendance
Who sponsored the event?
Was the program successful?
Comments:
YES
NO
Would you do this event again?
Comments:
YES
NO
Did the audience enjoy the program?
Comments:
YES
NO
Was the promotion/publicity sufficient?
Comments:
YES
NO
YES
NO
YES
NO
What would you do differently?
FOR PROGRAM PLANNERS ONLY
Agency/Agent
Would you work with this agent or agency again?
Comments:
Details/Logistics Management
Were the details of this event handled well?
Comments:
How would this event be improved in the future, from a planning and organizational standpoint?