STEPS TO HOSTING A LATE NIGHT EVENT
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 on-line 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” on-line system at http://scheduler.allegheny.edu/. Once the reservation has been submitted through Scheduler, the gatekeepof 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 on-line 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 on-line form for Chompergram publicity is located at https:// alleghenycollege.wufoo.com/forms/chompergram-event-submission-form/. Publicity Flyers: Provide an electronic copy of your publicity flyer to [email protected]. The Student Involvement staff will print and hang color copies in the Campus Center. If additional flyers are desired for other locations on campus, simply indicate the quantity you'd like (up to 20 color copies) and our staff will print the flyers for you and have them waiting in our office for pickup. The flyers may be posted 7 10 days prior to the event. 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 on-line 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 always a chance one of the photos will make it around the balcony of the Campus Center Lobby!
Questions? Contact Tricha Gregor 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 on-line form for Chompergram publicity is located at https:// alleghenycollege.wufoo.com/forms/chompergram-event-submission-form/. Publicity Flyers: Provide an electronic copy of your publicity flyer to [email protected]. The Student Involvement staff will print and hang color copies in the Campus Center. If additional flyers are desired for other locations on campus, simply indicate the quantity you'd like (up to 20 color copies) and our staff will print the flyers for you and have them waiting in our office for pickup. The flyers may be posted 7 10 days prior to the event. 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 on-line 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 always a chance one of the photos will make it around the balcony of the Campus Center Lobby!
Questions? Contact Tricha Gregor at [email protected] or by calling (814) 332-2754.
