Event Planning

Planning and Scheduling Events

Planning an event can give your club an opportunity to become more involved in campus life at the University of Nevada. Whether the event involves gaining new members for a club, hanging out with members of only your club, or holding an event that the entire campus can enjoy, events help to celebrate all that campus life is about.

Tabling Event

Tabling events are great ways to provide information about your club to the student body. With so many people crossing in front of the Joe and walking through Hilliard Plaza, a wide variety of students can be reached. Tabling events can include handing out information about your club, telling students about a specific event you have going on, or selling items as a fundraiser.

1. Club decides to hold a club meeting and submits an SEAB form at least 1 week prior to meeting.
2. Club will then receive confirmation of space from the University Scheduling Office or will make a reservation with the Student Union Event Management (if event is held outside or in the Joe Crowley Student Union).
3. Club must submit a work order form to Buildings & Grounds two weeks in advance to use tables, chairs and unlock power boxes.
4. If there are any changes to event, including date or time, club contacts James Beattie with updated information

Club Meetings

Club meetings are sessions scheduled by your club to meet on a regular basis.

1. Club decides to hold a club meeting and submits an SEAB form.
2. Club makes reservation with the Student Union Event Management for either one date or multiple dates, if recurring.

Events Involving Only Club Members

Events that involve only club members can be great to create bonds and have fun within your club. These events can range from socials to celebrations.

1. Club decides to hold members-only event and submits an SEAB form.
2. If the event will have more than 100 people, a club member is typically asked to attend an SEAB meeting.
3. Club makes reservation with the Student Union Event Management, if holding event in the Joe, or the University Scheduling Office, if holding the event anywhere else on campus.
4. If there are any changes to event, including date or time, club contacts James Beattie with updated information.

Events Open to the Student Body

Events open to the student body have the opportunity to be really fun, but there are certain guidelines that need to be followed so that the event can go as smoothly as possible. Things to take into consideration include whether or not the event is targeting non-University participants, how many people are expected to attend this event, and what kinds of resources will be necessary to pull the event off.

1. Club decides to hold event for the student body and submits an SEAB form.
2. Depending on specific details of event, the club will then be told whether or not to attend an SEAB meeting.
3. Club makes reservation with the Student Union Event Management, if holding the event in the Joe, or the University Scheduling Office, if holding the event anywhere else on campus.
4. If the club needs access to any club resources, such as drink containers or a popcorn machine, the club can fill out the Club Resources Request Form for it.
5. If there are any changes to event, including date or time, club contacts James Beattie with updated information.

Events Involving Guest Speakers or Performances

Events involving guest speakers or performers tend to be larger than the everyday club event. Because of this, there are more steps that need to be done in order for the event to take place. Please contact James Beattie or call (775) 784-6589 if you plan on holding this kind of event.

Event Security

If your event is assigned security, the Student Events Advisory Board will recommend the number of security guards needed and your club will need to contact either Kaleb Ross for CSC Security or Kaitlin Sprague for ESI Security.

Notice Requirements

• 1 week notice required for Union Scheduling office.
• 2 weeks notice required for University Scheduling & Buildings & Ground (needed for tables, chairs, and unlocking power boxes).
• SEAB Event Request must be submitted at least 2 days prior to tabling, at least one week prior to general meetings, and at least 2 weeks prior to events.