steps to hosting a late night event AWS
STEPS TO HOSTING A LATE NIGHT EVENT Whether your organization is thinking about hosting a Late Night event or your organization has taken the first step and will be hosting an event, the following is a guide to assist your members in planning for the event. Complete the Late Night Event Co-Sponsorship Form: The online form is located at https:// alleghenycollege.wufoo.com/forms/late-night-programming-cosponsorship-form/. This form provides the details needed for Student Involvement to assist your organization in planning for a successful event. Secure the Event Location: Reserve the event location by consulting the “Scheduler” online system at http:// scheduler.allegheny.edu/. Once the reservation has been submitted through Scheduler, the gatekeeper of that building/space will send a confirmation email to the person who reserved the space. Keep in mind, if you are planning an outdoor program, it is wise to book a rain location. If the event will be held in the Campus Center Lobby, it is necessary to complete a Campus Center Lobby diagram with the desired table and chair set-up for the event. The online form is located at http:// sitesmedia.s3.amazonaws.com/studentinvolvement/files/2011/06/CC-Lobby-diagram.pdf and must be completed and turned into Student Involvement at least three days prior to the event. The building's Housekeeping staff will set the lobby as requested.
Two Weeks Prior to the Event: Submit Chompergram Publicity: The Chompergram provides excellent exposure to the campus community highlighting the weekend’s events. The online form for Chompergram publicity is located at https:// alleghenycollege.wufoo.com/forms/chompergram-event-submission-form/. Publicity Flyers: Flyers may be posted in the Campus Center 7 - 10 days prior to the event. Campus wide publication is encouraged. Funding: Once the event form has been received and a funding amount approved, you are welcome to use the Student Involvement credit card for purchases. Other groups will be using the card as well, so it is necessary to schedule a day when your group is planning to use the card for online and/or local purchases. If supplies are purchased by a member of your organization, provide the original receipt(s) to Student Involvement along with a Request for Payment Form, available from our office, and a reimbursement will be processed. Photos: On the day of the event, your organization is encouraged to take photos throughout the evening and submit your favorites to Student Involvement at [email protected]. OSI is always looking for photos of student life and of events that have not yet been displayed. There's a chance one of the photos will make it around the balcony of the Campus Center Lobby!
Questions? Contact Jayne Piskorik at [email protected] or by calling (814) 332-2754.
Two Weeks Prior to the Event: Submit Chompergram Publicity: The Chompergram provides excellent exposure to the campus community highlighting the weekend’s events. The online form for Chompergram publicity is located at https:// alleghenycollege.wufoo.com/forms/chompergram-event-submission-form/. Publicity Flyers: Flyers may be posted in the Campus Center 7 - 10 days prior to the event. Campus wide publication is encouraged. Funding: Once the event form has been received and a funding amount approved, you are welcome to use the Student Involvement credit card for purchases. Other groups will be using the card as well, so it is necessary to schedule a day when your group is planning to use the card for online and/or local purchases. If supplies are purchased by a member of your organization, provide the original receipt(s) to Student Involvement along with a Request for Payment Form, available from our office, and a reimbursement will be processed. Photos: On the day of the event, your organization is encouraged to take photos throughout the evening and submit your favorites to Student Involvement at [email protected]. OSI is always looking for photos of student life and of events that have not yet been displayed. There's a chance one of the photos will make it around the balcony of the Campus Center Lobby!
Questions? Contact Jayne Piskorik at [email protected] or by calling (814) 332-2754.
