Event Planning

Planning and Scheduling Events

Clubs/Organizations must submit and Student Event Advisory Board (SEAB) form prior to any scheduled event on campus. This includes tabling events, club meetings, large events, and club sport games. The SEAB form will be reviewed by a Center for Student Engagement employee and they will determine if the event must attend a physical SEAB meeting, or if the club can move forward with scheduling.

When submitting an SEAB Form, please include as much detail as possible within the event notes section. This will ensure your club's event will operate as smoothly as possible! Our office encourages students to submit SEAB Forms at least 2-4 weeks prior to the event date.

Tabling Event

1. Club rep. submits an SEAB form
   1. If you are tabling in or around the Joe Crowley Student Union, you will want to make a reservation with Student Union Event Management in addition to the SEAB form.
2. Club rep. will receive an email from a Center for Student Engagement employee
3. If tables, chairs, or trashcans are needed, club rep. should submit a Work Order Form to Facilities at least 2 weeks in advance.
4. If there are any changes to event regarding time, location, date, etc., club rep. contacts Geoffrey Green with updated information.

Club Meetings

If your club plans on holding meetings at the same time, same location, on the same day, one SEAB Form can be submitted (i.e. Every Monday in the Joe from 6:00 - 8:00 pm). If meeting dates, times, or locations vary, multiple SEAB Forms must be submitted.

1. Club rep. submits an SEAB Form
   a. If you are meeting in the Joe Crowley Student Union, you will want to make a reservation with Student Union Event Management in addition to the SEAB form.
2. Club rep. will receive an email from a Center for Student Engagement employee

Large Events

If your club would like to host a large scale event -- for example, a conference, a dinner celebration, or hosting a guest speaker -- an SEAB Form that includes as much details as possible will help make the event planning much easier. For larger events, generally there are a few more steps required in order for the event to take place.
For large events, SEAB Forms must be filed at least 3-4 weeks prior to the event date.

1.  Club rep. submits an SEAB form
   1. If your event is in or around the Joe Crowley Student Union, you will want to make a reservation with Student Union Event Management in addition to the SEAB form.
2. Club rep. will receive an email from a Center for Student Engagement employee notifying them if they must attend an SEAB Meeting
   1. If the club rep. is told they must attend an SEAB Meeting, any club member can act as the representative for the club's event. 
   2. Dates for SEAB Meetings will be provided
3. If tables, chairs, or trashcans are needed, club rep. should submit a Work Order Form to Facilities at least 2 weeks in advance.
4. If there are any changes to event regarding time, location, date, etc., club rep. contacts Geoffrey Green with updated information.

Some events will require Liability Waivers to be signed by participants. Our office will notify your club if waivers are needed.

Club Sports: Practices & Games

All Club Sports that wish to hold practices and/or games must submit an SEAB Form at least 2 weeks prior to the event date.
All games will be asked to be presented in front of the SEAB Board to ensure there are field staff, security, parking, and liability waivers.
For scheduling space at the Intramural Fields, the E.L. Weigand Fitness Center, or the Lombardi Lap Pool, reservations must be made through the Fitness and Recreation Office.

Event Security

Depending on the size and scope of the event, the Student Event Advisory Board may require a number of security guards. These details will be discussed with club representatives directly. The University utilizes the services of ESI Security  and CSC Security .