Whether your organization is preparing to host a speaker on campus or sending representatives to a national conference, use the following resources to help you coordinate and manage your event.
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.
Check out the Program & Opportunity Fund for funding or assistance with your funds.
Contracts serve as agreements for payment between the registered student organization (RSO) and a third-party (DJ, speaker, vendor, etc.).
Independent student organizations who are using either student fees granted through Program or Opportunity Funds and/or their own funds for an event can utilize this contract if the vendor with whom they are working cannot provide one.
Academic department sponsored student organizations who are using student fee or departmental funds for an event will need to utilize the ISU Agreement for Services for all third-party agreements (even if the vendor provides a contract). For help with reviewing or executing a contract, contact Student Activities & Involvement at email@example.com.
University procedures 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 5 days prior to the event. Please note that the Bone Student Center does not allow RSOs to host events with alcohol, according to their alcohol guidelines.
Any time your RSO hosts an activity of any kind, you are assuming varying levels of risk. Make certain that you are aware of those risks and are taking the proper steps to cover your RSO before moving ahead with planning. Having participants sign a waiver may be a wise option. This sample waiver may be adapted for your purposes. You may also be required to purchase one-day or special event insurance. There are two insurance companies that offer coverage for certain types of events sponsored by RSOs:
Student organizations are required to have a permit to conduct a raffle. Visit the McLean County website for more information.
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.
Fliers - Be sure to check the Posting Guidelines for printed fliers.
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 UMC approval prior to use and purchase. More information is available at universitymarketing.illinoisstate.edu/identity/licensing/.
Please follow these guidelines when using chalk promotions on campus:
Depending on the nature of your event, you may want to consider sending invitations or letters to: