Event Leadership Training for non-law student organizations

Sponsored by: Administrative Services &

Office of Student Activities & Leadership (OSAL)

• This PowerPoint will: • Introduce you to University policy regarding events • Orient you to available resources to help you plan events • Outline step-by-step process for event planning

• This PowerPoint will be posted on the student organization webpage (www.regent.edu/studentorgs) and should be the very first resource new members or newly assigned event coordinators review.

• It is the responsibility of stu org presidents and faculty advisors to ensure each team member has viewed this training before engaging in event coordination efforts.

• Stu org presidents and one additional member must complete this trainingevery Fall to preserve their organization’s active status and approvedcharter.

http://www.regent.edu/studentorgswww.regent.edu/studentorgs

There are 5 faculty/staff members to identify: • Logistics Manager • Director of Student Activities & Leadership • Assistant Director of Student Life • Faculty Advisor • Budget Manager

Logistics Manager – Laura Ivey

• Primary point of contact for all student org event logistical planning • Works directly with the central departments on your behalf to secure and

process event needs • Instructs students on how to find/utilize resources as well as follow

procedures

Director of Student Activities & Leadership – Amber Steele Assistant Director of Student Life – Jennifer Gribble

• Primary points of contact for all student org self-governance • Manage the charter and charter renewal process • Maintain list of valid student organizations • Provide initial approval for all student org events and guest speakers

Faculty Advisor vs. Budget Manager • Faculty Advisor provides general support and guidance to org • Budget Manager is the staff/faculty member who has authority over your

org’s budget and cost center • Might be different from Advisor • (Budget Manager might sometimes be called Cost Code Approver) • Their approval is needed whenever you spend money from your account

Want to request University funding or set up an account with ourBusiness Office? Email Amber Steele.

mailto:asteele@regent.edu

Internal Meetings vs. Events • Right now, all requests for internal meetings and events must go through the

On-Campus Event Application for OSAL approval.

https://www.regent.edu/admin/admsrv/student_org_events/oncampus_event_application.cfm

• Members only • Simple (no food, guests, set up needs, etc.) • Example: planning meeting, executive board meeting, weekly members’

meeting

At this time, virtual meetings should always take priority over in-person meetings.

• Found at www.regent.edu/studentorgs • Required whenever your stu org wants to have a meeting or event on

campus • Must be submitted according to these deadlines:

• Low or Medium Scale indoor events: 3 weeks in advance • High Scale or outdoor events: 6 weeks in advance

http://www.regent.edu/studentorgs

• The application asks about: • Virtual vs. in-person • Desired date and time • Location • Support needed – renting tables/chairs, catering, vendors • Invited guests • Marketing/publicity

Its goal is to guide your thinking to consider every element of your event andhelp Admin Services/OSAL understand your plan.

• Currently, no off-campus events or activities are allowed. OSAL will communicate changes in this policy as they occur.

• Currently, all guest speakers must be virtual. In-person guest speakers are not allowed at this time.

Amber Steele - Director of Student Activities & Leadership: • Location: SC 201 — Phone: (757) 352-4928 — asteele@regent.edu • Approver on all applications

Laura Ivey - Logistics Manager, Administrative Services: • Location: ADM 116 — Phone: (757) 352-4034 — adminservices@regent.edu • Approves all applications and submits requests on your behalf • Sends on-campus event approval emails with action steps and any special

instructions needed

READ THE COMMENTS AT THE END OF YOUR APPROVAL EMAIL

mailto:asteele@regent.edumailto:adminservices@regent.edu

• Classrooms (Robertson Hall, Classroom Building, COM Building, DIV Building) • Special Event Spaces (Moot Courtroom, Library Atrium, Library Auditorium,

Ordinary Dining Hall, Fountain View Room, lobby spaces, Shaw Chapel) • Outdoor Areas (Robertson Field, fountain area, Mall) • Conference Rooms (DIV 151, SC 118) • Regent Housing Areas (community rooms, grilling area, volleyball court, etc.)

• Spaces that CANNOT be exclusively reserved: • Student Lounge • Café Moka

If a space you’re interested in isn’t listed on the application, specify in comment section.

*No buffet self-service, potluck-style meals, or bake sales*

• Meals must be individually plated or boxed • Food service must be done by volunteer(s) with gloves, mask, and hair tied

back

Always acceptable options, just need approval from Budget Manager: 1. Costco for catering trays, snacks, drinks, etc.

• Email Laura to reserve a card for 24 hours. Tell her your budget and the day you hope to shop. She will reach out to your budget manager to getapproval before confirming your card reservation via email.

• Cards are picked up from ADM 116. Save your original receipt to turn in. • Money is automatically pulled from your University account.

2. Delivery pizza such as Dominos, Papa John’s, etc. • You can either have a staff/faculty member with a University credit card

make the purchase or you can submit your receipt for reimbursement.

mailto:adminservices@regent.edu

• The Ordinary has first right of refusal for ALL catered student org events. This is true even for Saturday and Sunday events.

• Contact Laura with budget, number of servings, and meal option from Ordinary’s catering menu. Laura will complete the request form for you.

• Exception 1: Events or groups that have raised 100% of the funds needed for the event (zero university dollars). Speak with Laura if you believe this applies to your event.

• Exception 2: For certain events, Founders Inn catering can be substituted. Speak with Laura if you’re interested.

• See full policy here.

https://www.regent.edu/campus/ordinary/docs/Catering_Menu.pdfhttps://www.regent.edu/campus/ordinary/catering_policy.cfm

• Laura needs to submit a catering request 2 weeks before the event date. • Final headcount due 1 week in advance. • Ordinary requires a minimum of 72 hours' notice in the event of a

cancellation. • If cancellation notice is less than 72 hours, you will be charged 50% of

your total bill.

• Can be utilized when you’re not using University money OR the Ordinary has declined your request.

• If the Ordinary declines your request: • Outside catering services must be approved by our Purchasing department. • A minimum of three comparative (apples-to-apples comparison) price quotes are

required (ex. orders from Chipotle, Moe’s, and Qdoba). Email these quotes to Laura AFTER she has notified you of the Ordinary’s refusal.

• Purchasing will approve 1 option for you. • Payment is made with either University credit card or reimbursement

mailto:adminservices@regent.edu

Tables: • 2 tables are available for use in the Student Center during the day. They

must be checked out and returned to SC 201 (Student Services) before 5pm.

All groups must leave event space clean and remove trash. Minimum $100 fee from Housekeeping for non-compliance.

Trash cans should be returned to the locations noted above per building. Each user must replace the liner after the trash has been emptied, leaving the can ready for the next person. Please do not stack the cans.

• Tables, chairs, covered trashcans, etc. See a full list of available items here. • Laura requests these for you.

• Communicate with her 2 weeks before the event date so she can submit the request. $50 late fee applies.

• Work with Laura to create diagram for layout. • Rental costs are automatically billed to your account. • Setup changes will be accepted until 2 business days before the event date.

No changes are possible after that time.

https://www.regent.edu/admin/admsrv/special_events/docs/FeeScheduleforEventSetUpItems.pdf

Self-serve audio/video recording and streaming are available in the following spaces:

Moot Courtroom Library Auditorium Most university classrooms

Want to livestream your event using Panopto? Laura will request a link fromMedia Services.

Unfamiliar with a classroom? Using a new special event space? Utilizing a technology for the first time?

• Ask Laura for a walkthrough! She will coordinate this meeting with Media Services as needed.

• Always come early and test technology well before your event.

• Most spaces on campus are “self-service” and don’t need a media tech. • Larger events may be eligible for technician support.

• COM main theatre and some Chapel events require paid technician support.

• Professional technician $50/hr. (billed in ½ hour increments) • Student worker technician $20/hr. (billed in ½ hour increments)

• Reach out to Laura for more information. Requests must be submitted 30 days in advance.

• Must complete two things within 60 days of purchase: 1. Fill out an Expense Report

• Ask Laura for help as needed • Must have Budget Manager signature • Must have original receipts attached • Submitted to Lou Henderson, Accounts Payable (ADM 134)

2. Sign up for direct deposit• Regent’s Business Office will not write you a paper check • Routing Number and Account number are not listed on your

debit/credit card. Check “Account Details” on your online banking app.

https://www.regent.edu/admin/busoff/excel/expenserep.xlshttps://www.regent.edu/admin/busoff/direct_deposit_ap.cfm

• Outdoor events • Events at Founders Inn • Animals • Film Screenings • Food trucks • Fundraisers • Contracts with Vendors • Partnering with Outside Groups • Gift cards • Logos and Regent merchandise • Local news coverage

…talk to Laura.

• The Regent University Newsletter (RUN) is a weekly email students receive each Tuesday. Email run@regent.edu and submit details of your event by 12pm on Friday.

• All Staff emails may at times be appropriate for your event. Email stusrv@regent.edu.

mailto:run@regent.edumailto:stusrv@regent.edu

University events are added to the the events calendar because it: • Promotes your event. Increases likelihood that your event will be well

attended. • Prevents conflicts with university event dates. • Enables staff & faculty to better serve our guests when they are looking for

an event on campus.

https://www.regent.edu/events/calendar/

• Stu orgs can operate Facebook groups; pages are not permitted • Speak with Jenn Gribble for more information on social media policies

• jgribble@regent.edu, (757) 352-4968

mailto:jgribble@regent.edu

• Take 7 color copies to Mail Services’ office (at the library loading dock). They will stamp them as approved and post in each building.

• OR you can email a digital file to copies@regent.edu

• You can also take flyers to the Village and/or the Commons housing office for posting in entry and laundry areas.

• DO NOT ADVERTISE UNTIL YOU HAVE AN APPROVAL EMAIL.

mailto:copies@regent.edu

• Before you leave the event location, leave spaces the way you found them:

• All chairs/tables back to original positions • Housekeeping items left set up with linen, free of debris or crumbs • Trash taken out to nearest dumpster/compacter • Lights turned off • Doors locked when appropriate

• Tip: Take a quick picture before the event and send to your team so you have a reference point for resetting the room.

• Debrief with your team • What went well? What could be improved? What should be

repeated? • Document for future leaders/events

• Larger events: debrief with Laura

• Most organizations don’t do this. They suffer as a result. • Make a Special Event Google Drive/binder • Things to record:

• Subfolder for each event name and date, with speakers, hospitality needs, etc.

• Delegated tasks and deadlines • Important contacts, resources, and time saving information • Feedback and advice for next year

• Start planning early • Prioritize virtual events • Co-host events with other orgs • Debrief and document every event • Have questions? Ask Laura. • Refer to this PowerPoint as needed

• On-Campus Event Application

• Main Student Org Page – all forms, resource PowerPoints, Student Handbook

https://www.regent.edu/admin/admsrv/student_org_events/oncampus_event_application.cfmhttps://www.regent.edu/admin/stusrv/student_activities_and_leadership/student_organizations.cfm

1. Submit On-Campus Event Application 2. Develop budget with org treasurer or Budget Manager 3. Wait for approval email before publicizing 4. Communicate catering, media, and setup needs to Laura; email, phone, or

in-person consultation 5. Develop agenda and delegation plan for your team 6. Schedule + attend walkthrough, if needed 7. Purchase needed supplies 8. Provide volunteers to staff event + clean up after 9. Debrief event + document details for next year

Amber Steele - Director of Student Activities & Leadership: • SC 201 • (757) 352-4928 • asteele@regent.edu

Jennifer Gribble – Assistant Director of Student Life • SC 201 • (757) 352-4968 • jgribble@regent.edu

Laura Ivey - Logistics Manager, Administrative Services: • ADM 116 • (757) 352-4034 • adminservices@regent.edu

mailto:asteele@regent.edumailto:jgribble@regent.edumailto:adminservices@regent.edu

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