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 and 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.).
The contracting process for Independent and Sponsored student organizations are different, and those processes can be found at the following links under "Contracts":
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 quite a few insurance companies, including many that are internet-based, that offer special event insurance coverage for purchase; University Risk Management will need to review the purchased insurance to determine if it meets requirements. For the convenience of the RSOs and other event participants, the University has already vetted the following two insurance companies that also offer special event insurance coverage:
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.
Free printing: RSOs are able to print 15 black/white copies a day in the Student Activities and Involvement Office (130 Student Services Building).
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 University Marketing and 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: