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Dean of Students

Event Planning & Management

Whether you're organization is preparing to host a speaker on campus or sending representatives to a national conference, use the following information to help you coordinate and manage your event.

  1. University Calendar: Check the University Calendar before planning an event to be sure it does not compete with a similar organization's event. Post your event as soon as possible.
  2. Reserve space in the Bone Student Center or in another building on campus.
  3. Funding:check out the Program & Opportunity Fund for funding or assistance with your funds.
  4. Contracts: Contracts serve as agreements for payment between the registered student organization (RSO) and a third-party (DJ, speaker, vendor, etc.). For help with reviewing or executing a contract, contact the Student Involvement Center.
  5. Events with Alcohol: University policies require RSOs hosting events with alcohol to register the event with the Dean of Students Office. Third party vendors need to serve and monitor all alcohol at the event, have a liquor license, and have a process in place to ensure alcohol is not served to minors. Registration forms must be submitted to the Dean of Students Office at least 10 days prior to the event.
  6. Trademark:

    All university names, abbreviations, nicknames, logos, symbols, mascot, motto, and distinctive campus physical features are considered trademark property. Any designs that include such university trademarks must be approved by the University Marketing & Communications (UMC). In addition, all purchases of products bearing such affiliation must be ordered from licensed vendors. Only those materials and products with a generic name (i.e., "soccer club") may be produced without formal approval. Any other items must receive UM&C approval prior to use and purchase.

    List of university licensed vendors

  7. Public Postings: Marketing materials can only be posted on designated bulletin boards. Posting of flyers on sidewalks, walls, trees, lampposts, artwork, etc. may result in discipline action and fines. Materials must be printed on recycled paper, contain the recycling logo along with the statement “Printed on recycled paper”, contain the statement: “If you need a special accommodation to fully participate in this program/event, please contact (name and host department) at (phone number/voice). Please allow sufficient time to arrange the accommodation.” The Bone Student Center, Campus Dining, and University Housing Services each have additional guidelines. For additional information, please see the RSO Handbook.
  8. Promoting: contact the Student Involvement Center for ideas.
  9. Follow up & Evaluation: When appropriate, write thank you notes to individuals and groups that assisted in producing or funding your event. Discuss success and areas for improvement with your event for future planning.

Promoting Your Event or Activity

Print

Fliers - be sure to Check Posting Guidelines

Quick tips:

  • Use the Adopt-A-Building system-have members of your RSO sign up to post in one or two buildings. E-mail the flyer to everyone in your RSO, then they can individually print it off and post in their “adopted” building.
  • Quarter Sheet flyers save resources and can be handed out quickly. Try taping a small piece of candy to the sheets for an added incentive.
  • Taping flyers to sidewalks, poles, trees, or artwork is PROHIBITED

Table Tents: Table Tent Guidelines

Sandwich Board: Request Form

BSC Display Case: Request Form (second floor of the Bone Student Center) Note: You may purchase display materials from the Media Lab)

Chalking: Chalking Guidelines

Newspaper:

  • Advertisements (RSOs get a discount in the Vidette, call 438-2883 for info)
  • Press Releases- The newspaper writes an article about your RSO event *FREE*

Campus Connections: Advertise your event on the ISU campus residence hall channel

-OR-

Residence Halls: Contact Residence Hall Front Desk for more information concerning:

  • RA Bulletin Boards Area
  • Residence Hall Loud Speaker
  • Mailbox stuffing
  • Contact University Housing Services (309) 438-8611

Letters to Departments – Contact Department Chair

Church Newsletters – Contact local churches

Internet

UNIVERSITY CALENDAR - post your events and meetings for free

RSO Web site – RSO can creeate their own Web sites and link from the Dean of Students Office Web site

Facebook – You must be a student to create an account.

Tips:

  • Create a group for your RSO
  • Post your event under “My Events”
  • Find groups with similar interests and e-mail the group creator with your event info
  • There are many other popular blogs with the ability to create groups including Myspace and Livejournal, and these accounts are free, and easy to create.

In person

Tables on the Quad - Contact the Non-Academic Scheduling Office (438-2403)

Visit the Media Lab for display materials including:

  • Buttons
  • Stickers
  • Presentation Boards

Collaborative Events- Invite several RSOs to participate in the planning and attendance of an event.