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.
Please review current RSO COVID-19 updates that may impact the use of these resources.
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.
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.
All recruitment, marketing, and event information should be included in your RSO's Redbird Life portal profile. You can create events and meetings for your organization that is shared to the Illinois State community, track RSVPs/attendance, and share organization information.
The University maintains selected locations and kiosk structures for the placement of other messages to be shared with the campus community. All placements in these areas must conform to University policies, including institutional identity, sponsorship, advertising, and alcohol, and will be removed in accordance with Facilities Management procedures.
Ornament, paint, paint chalk, adhesives, tape, duct tape, and other defacing materials are prohibited.
Washable chalk is allowed only on ground level horizontal concrete surfaces that are easily cleaned and not protected by building overhangs, porches or canopies. No chalking will be permitted on vertical surfaces.
Fliers: Be sure to check the Posting Guidelines for printed fliers. The Student Involvement Center can add your RSO's flier to its posting area if you drop one off at its Welcome Desk (225 Bone Student Center).
Free printing: RSOs are able to print 15 black/white or color copies a day in the Student Involvement Center (225 Bone Student Center).
Complete an RSO Newsletter Submission Request to have your organization's events, recruitment materials, or volunteer opportunities included in the monthly RSO Newsletter.
The Student Involvement Center has a digital display screen dedicated to RSOs outside of 225 Bone Student Center. You can fill out a Digital Display Screen Online Request to utilize this marketing option.