2. Planning Club Events One of the things that clubs do most often is plan events! Whether it be meetings, fundraisers, socials, speakers, or celebrations, there are a few basic policies that apply to all events. Remember that Student Life is here to help you! We have a LOT of event planning experience & can offer advice, ideas, and assistance. Be sure to have your advisor fill out the Event Submission Form on the Club Advisor resource page first.
3. Timing is Everything With event planning, timing is everything. In the Club Resource Manual there is an excellent Event Planning Worksheet and Timeline that can be very useful as you plan an event. If you are planning a major event such as a conference, talent show, “big name” speaker or multi-vendor event, we recommend an appointment with Student Life to get an in-person guide to the event planning process. Plan ahead! Most processes on campus (room reservations, signatures etc.) take a minimum of 2 weeks and facility space is limited.
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5. All club events, activities, and meetings need to be submitted through the Club Resource Page by your advisor.
6. Event requests are considered on a first-come, first-serve basis and approval is subject to campus resources (both physical and personnel related).
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8. You must complete an online Facilities Use Request Form at least 2 weeks before the event.
9. The form must be completed and acknowledged by your club advisor and submitted to the Facilities Use Department.
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12. Media Equipment such as microphones, stereos & presentation systems are available through the Media Department.
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14. Let’s Practice! I have some advertisement that I want to post for my club in a display stand. There is a Display stand in front of the Library that seems like it is always blank and never used. What should I do: Use the display stand and see what happens. Contact the Student Life or Marketing and reserve a display stand for my club to use. Ask the librarian if I can use the display stand. The Answer is B. Always contact Student Life or the Marketing Department and reserve the display stand for your club.
15. Let’s Practice! My club decides during our meeting on Tuesday that we want to play flag football. We: Put in a Facilities Request Form for the college practice field for this coming Saturday. Jump the fence and play on the field during a softball game on the adjacent field. One of our players gets hit by a fly ball and is seriously injured. Put in a Facilities Request Form at least 2 weeks in advance of our game date. The Answer is C. Facilities requests must be submitted at least 2 weeks in advance of an event.
16. Certificates of Insurance Sometimes, if you want to bring someone on campus such as a DJ or a radio station, a Certificate of Insurance is required. Work with Student Life and Leadership to determine if your vendor needs to show insurance. It is not health insurance, rather it is proof that an individual or company can cover any liability. It protects you, the club and the college for assuming financial responsibility in the event of an accident or incident that creates a specific loss. A Risk Assessment Form needs to filled out before each event or activity. This form will assess the risk of the event and let you know if a Certificate of Insurance will be needed.
22. Any other company/person considered a “high risk.”
23. Typically not required for audience members.Certificates of insurance can take some time to get, and they must be received at least 2 weeks before your event.
24. Other Considerations Some events are restricted because of state or federal law as well as college and district policies. We CANNOT show movies without paying for a license.
25. Club Travel Like other types of events club trips require a lot of planning. There is a website for student clubs to refer to when planning a trip. For more information about travel visit: www.paradisevalley.edu/studentlife/clubresource.html
26. Travel Policies & Procedures Travel planning takes time You must meet with Student Life at least 4 weeks in advance to travel College vehicles are available, but restrictions apply & they are available first-come, first-served Usually, if club money is being spent, the trip must be educational. YOU represent Paradise Valley Community College wherever your club chooses to travel so conduct your behavior accordingly!!!
27. Please Go to Module #4The next module will not start automatically. To enter the next module, you must first exit this module and then select MODULE 4 from the menu.
