Planning events is an important part of what clubs do. The document outlines the basic policies and procedures for planning club events at Paradise Valley Community College. It emphasizes starting the planning process early, reserving spaces through the proper channels at least two weeks in advance, and working with Student Life for guidance and approval. Certificates of insurance may be required for certain vendors, and special policies apply to travel, movies, and food sales. Proper planning and following procedures helps ensure a successful event.

1. Module 3: Event Planning

2. Planning Club EventsOne 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 EverythingWith 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.

4. Event Planning BasicsYour club advisor must be present at all club events and activities.

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).

7. Events that involve outside (non-PVCC or MCCCD people or vendors) require extra steps to receive approval.Reserving Space on CampusTo reserve any space on campus such as, conference rooms, classrooms, info tables, for events, meetings, activities, etc.:Your club advisor must check the R25 system first to see if the space is available.

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.

10. The Facilities Use Department will notify your club advisor by email when your event space is confirmed.Facility AvailabilityTo check the college facility calendar, R25, click the following link Reserve Space.Reservations for spaces are ongoing and accepted on a first-come, first-served basis.If you submit an online Facilities Request Form with less than 2 weeks notice, the campus will probably not be able to accommodate your request. Approval is based on availability, so plan ahead!Some spaces are really popular, so plan ahead and some spaces require additional permissions.

11. Other ReservationsDisplay stands can be reserved to help you advertise your event through the Student Life Office.

12. Media Equipment such as microphones, stereos & presentation systems are available through the Media Department.

13. For all food sales, you must go through Chartwells before seeking outside food services for any event over $100.00. Facility CancellationsAt least 24-48 hours is required to cancel an event.Repeated failure to properly cancel facility reservations can result in the club losing their facility reservation privileges.

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 InsuranceSometimes, 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.