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How to plan a perfect event
Step #1 Approval from the
Student Life Office
Contact Cheri Smith in the Student Life Office and request a Student Activity form.
Please Include the FollowingInformation:
Name of the event Date(s) of the event Is this a meeting, lecture, class, workshop, seminar,
or other? Time of the event – define the actual event time
and amount of set up time needed Number of people expected to attend Location choice (Building and room number) SECOND Choice of location Please specify set-up (Square, Workshop, U-Shape,
Theatre, Banquet, or Other) Do you need a table(s) for refreshments? Is any audio visual required?
Step #2 An Approved Activity Form!
Once your activity application has been approved by the Student Life Office, it’s time to see if your desired space is available!
Step #3 The Space Request Determine who you should reserve
your space from! Robbin Snodgrass Special Events
Coordinator at 921-4451 r.snograss@rockvalleycollege.edu Cathy Cervantes Facilities Scheduler at 921-4452 c.cervantes@rockvalleycollege.edu
Step #3 Determining Who to Contact
Contact Robbin if: Your target audience includes the
outside public. Your event involves inviting an
outside speaker or an organization. Your event involves catering and
the assistance of Public Safety. Your event is large and scheduled
for more than one location around the campus.
Determining Who to Contact cont.
Contact Cathy if: Your target audience is RVC
students/faculty or staff. You are requesting space for a
table for information or food or fundraising.
You are looking for a meeting space for your group or club.
Step #4 Have Your Activity Form Signed Your space is not reserved until
your activity form is signed. You may also need to have your
activity from signed by other departments- this takes foot work!
Bring your Activity From over to Robbin or Cathy in Business Services to have it signed.
Service Support Building 1306
First floor of the SSB (kiddy corner to Public Safety)
Step #5 Confirmation and Returning the Activity Form
After space has been assigned and all signatures are in place an email confirmation will be sent to your Club Advisor, POM, Public Safety and the Student Life office.
Please return the Activity form to the Student Life Office.
Successful Event Planning
Some space is not schedulable Lounges, study areas & water areas
are not Decoration must be in accordance
with Office of the State Fire Marshall No open flamesNo Pets allowed
No helium tanks allowed on campus
Successful Event Planning
No overnight camping No gambling or games of chance No alcohol allowed Tailgating not permitted Make sure your caterer is
approved Boiler house and POM staff are
required Public Safety are required
QUICK TIPS
Plan ahead Picture the room Communicate your vision Reconfirm 48 – 72 hours prior
to the event -Cancellation?Changes to set up?
After event - follow up with assessment
Have Fun
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