Longwood University
Club and Organization Event Planning Form
All recognized student clubs and organizations must complete this form when planning events that are considered Level II and Level III events. (See level descriptions below).
Event Information
Name of Organization:_____________________________________________________
Individual Responsible for Coordinating the Event:______________________________
E-mail_____________________ Campus Mailbox:___________________________
Phone Number:______________
Advisor’s Name:__________________________________________________________
Advisor’s Phone Number:_________ Advisor’s e-mail:___________________________
Is your advisor aware of this event so that they can make arrangements to be at the event? Yes/No
Title of the event:_________________________________________________________
Dates of the event:______________ Location of the event:________________________
Make
sure that your event does not conflict with any other major campus events. Check
the campus calendar at www.longwood.edu/events
Have you reserved your space? If not, for a room in the Student Union go to www.longwood.edu/studentunion and for all other buildings go to www.longwood.edu/events
- Do the plans for your event include any of the following? Check all that apply!
q Advertisement/invitations to individuals outside of Longwood
q Your event will be held outside
q There will be some form of entertainment
q You are having a speaker that is not a member of the Longwood community
q Food
q Alcohol will be served
q Travel/use of off campus venue
2. Your next step depends on the following:
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Did you check one or more boxes?
STOP! You will need to schedule a meeting with Susan Sullivan the Director of
the Student Union and Involvement to discuss your plans for the event. She can
be reached at ext 2107 or at sullivansm. This meeting with the Director is
mandatory in order for your event to be approved.
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No Checks?
Plan on!
- How does the event promote the mission and purpose of your organization?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
4. Please provide a brief description of your event.
________________________________________________________________________
________________________________________________________________________________________________________________________________________________
Event Planning
1. Is your event outdoors? Yes/No
· Plan for a rain location
· Check ahead for weather conditions @ www.weather.com or www.intellicast.com
· Have you requested what you will need for an outdoor event, ie tents, tables, chairs, staging, electric etc
- Will your event require campus police for security and/or parking? Yes/No
If so, contact Laura Rice at 395-2612.
- Is food part of your event? Yes/No
Aramark is the contract food service for Longwood; therefore any food at your event must be requested through Aramark. Contact Inez Blow at 395-2523. No outside food is allowed.
- Is the event open to the public? Yes/No
- Will you require any special equipment? Yes/No
If so, what will you need i.e. staging, sound reinforcement, tables, chairs, tarps, tents, AV equipment.
- Is there alcohol involved with your activity? Yes/No
Contact Aramark to discuss the details
- Are you contracting a service such as a band, DJ, speaker that will need a
contract? Yes/No
All contracts must be signed by the Director of the Student Union and Involvement, Susan Sullivan. She can be reached at 395-2107 or at sullivansm.
- Are you planning on advertising the event?
Please check the posting policy and table tent policy before you begin publicizing your event. The policy can be found at www.longwood.edu/studentunion
- Are you using the Longwood logo in association with your activity?
If so, contact Dennis Sercombe at 395-2020.
- How is this event being funded?
Did you receive money from SGA?
Are you aware of the appropriate paper work you need to complete in order to get your items paid on time?
After Your Event
- Was your event a success? Why or why not?
_______________________________________________________________________________________________________________________________________________________________________________________________________________
- Did you encounter any unforeseen problems? If yes, how can you better prepare in the future.
_______________________________________________________________________________________________________________________________________________________________________________________________________________
- Will you do this event again in the future? Yes/No.
_____________________________________________________________________
- If yes, what improvements would you recommend for the next time?
_______________________________________________________________________________________________________________________________________________________________________________________________________________
__________________________ ______________________________
(Signature of Director of the Student (Signature of responsible student
Union and Involvement) leader)
__________________________
(Signature of advisor)
Event Tier Classification:
Which tier does your event fall under?
Level I: General meetings that require no food or any special set-up needs
Level II: General meetings that may include food and/or special set-up needs such as sound, staging and/or AV.
Level III: Outdoor events that are outside, a contract is being issued, campus police is needed, non Longwood community is invited, food is needed, major sound and stage requirements, alcohol is being served, and/or events taking place in a location besides the Student Union.
Please keep a copy of this in your organization’s history file.