Planning Successful Events Questions to answer today: What is - PowerPoint PPT Presentation

Auburn University Student Organization Social Event Policy Planning Successful Events

Questions to answer today: • What is AUInvolve? • What events do I have to register? • Who can register events for my organization? • When should I submit my organization’s event? • How is my advisor involved in the event registration process? • How do I register an event? • What resources exist for student organization event planning? • Where can I learn about policies related to on- campus events? • What does the AUInvolve event form look like?

Office o of S Student In Involvement wp.a .auburn.e .edu/involve Auburn.c .campuslabs.c .com/engage/organization/involve Corey E Edwards Di Direct ctor John M Michael R Roehm Assistant D Director

Office o of G Greek L Life Greeklife.a .auburn.e .edu Ryan P Powell Di Direct ctor Coordinators o of G Greek L Life Lindsay O Ollis Benard G Goins Chris L Lucas

What i is AUIn Involve? • System to submit organization events for review • Automatically connects you with many campus departments such as… • Risk Management • University Recreation • Facilities Management • Greek Life • Parking • Campus Safety and Security • Housing • Greek Governing Councils

Reserving S Space This process Reserves student organization event co content . In Inside E Events Outside E Events Outdoor common space is is • NOT r reserved through this Indoor space is no not t • process. reserved through re this process. Visit auburn.edu/events to review event u planning and protocol information Book your space • Book your venue u first and then Request your event in the Campus Event u complete the Planning System AUInvolvement Allow adequate time for planning and u online event form. Campus Event Planning System review

What events do I have to register with AUInvolve? Opti tional: Required: Re Meetings that meet Everything Ev ng • ALL of these criteria: else el se Recurring (monthly, weekly, • etc.) Just members • Informal/general meeting • setting NOT advertised to the public •

A meeting is no longer considered “regular” if….

• 50+ p people in addition to the organization’s members • Held ou outdoor oors on Auburn University grounds • Sal Sale or value e exchange of items or services • Paid or unpaid speakers, p , performers or ser services es featuring the participation of an outside v vendor, s , sponsor, g , group or ag agency y • Amplified sound, s , staging, b , building of structures, etc. • Ph Philant nthropy events or events involving the sales of items or co collect ction of it items ms or fu funds ds • Distribution or Sale of food a and/or d drinks to 50+ p participants • Events that are open t to t the p public ( those not affiliated with AU ) • Exhibits, Tabling Outdoors, or organized d distribution o of informa in matio ion • Social or other on-campus events involving 50+ p participants • Events involving min minors (Individuals 19 years and under) • Events creating tr traffic congestion and/or a potential health a and safety h hazard These factors indicate that your event is not “regular/recurring” but requires Registration.

All E Events o on U University l lands, t that ar are e NO NOT leased t to y your o organization ne need: • Reviewed b by c campus a administrators • Need c clearance before b being e executed • Must g go t through t the Campus E Event Planning F Form Submitting your event in AUInvolve is only PART of the registration and review process

When I I s submit t the e event p planning fo form: • Reviewed b by c campus a administrators • Need c clearance before b being e executed • Allow a adequate t time f for p planning a and Campus E Event P Planning S System r review: • Up t to 1 100 a att ttendees – Request 3 t 30 d days in a advance • 100 t to 5 500 a att ttendees – Request 6 t 60 d days in a advance • 500+ a att ttendees -- -- request 9 t 90 d days i in ad advanc ance

For e events o on c campus m make s sure t to Book y your V Venue F First: • Be s sure t to c conta tact th t the v venue m manager o of y your desired s space a and e ensure i it i t is a available b before sta tarti ting y your e event r t requests ts i in th the C Campus Event P t Planning s system • List o t of v venues i is a available a at t auburn.e .edu/events ts • Be a aware o of v venue r rules a and r regulati tions • Fire a and R Room c capaciti ties

Special E Event T Types Minors o on C Campus - Risk M Management a and S Safety • https:/ ://cws.a .auburn.e .edu/rms/pm/minorsOnCampus • Anyone u under t the a age o of 1 f 19 w who i isn’t ’t a an e enrolled • university s student i is c considered a a m minor Prepare t to c collect i information f for b background c checks f for • employees a and v volunteers p participating i in t the e event. Employees/volunteers a at y your e event s should c complete t the • training f found a at t the l link a above Any e event t that i includes m minors s should b be r requested 9 90 • days i in a advance

Special E Event T Types ( (Continued) • Runs and Races – several entities • Need to submit route (direction/checkpoints marked) and waiver • May require COI (if your org doesn’t have one on file) • To assist student organizations in obtaining insurance, AU Risk Management offers event insurance policies through the University Risk Management and Insurance Association. • Only 2 are allowed per weekend, and some weekends are blacked out due to major events (e.g. Graduation) • On-Campus and City Parade/Run permits are also required

Social E Events t that r require re registra istratio tion: • Reviewed b by c campus a administrators and c council o officers • Need c clearance before b being e executed • Submit 7 7-10 10 bus busin iness days b before t the ev event If you aren’t sure… submit the event just in case.

List of events requiring registration • The sale or value exchange of items or services • Paid or unpaid speakers, performers or services in events involving 100 or more people • Amplified sound, staging, building of structures, etc. • Philanthropy events or events involving the sales of items or collection of items or funds • Distribution or Sale of food and/or drinks to 50 or more participants • Events that are open to the public ( those not affiliated with UA ) • Events, programs, or initiatives which take place on any designated UA grounds ( outdoors ) • Any active fi filming or videoing via camera, drone, or other recording device within or outside of an Auburn facility or on campus grounds • 5K’s ’s , Walk/Runs, Vi Vigils , De Demonstrat ations , Marches, Sit-ins, or Pr Protests • Exhibits, Tabling Outdoors, or organized distribution of information • Blood Dr Drives , Voter Registration Drives, Clothing Drives, or any cause • Any event featuring an outside vendor or agency • Any event where there is an outside sponsor or group(s) participating • Social E Events , Swaps, Step shows, and/or Band/Day Parties • Social or other on-campus events involving 50 or more people • Any event held outdoors on UA grounds • Any request for to advertise p publicly via signs, luminaries, banners, etc. on UA grounds • Events involving minors (Individuals 19 years and under)

List of events requiring registration • The sale or value exchange of items or services • Paid or unpaid speakers, performers or services in events involving 100 or more people Even if only one of these • Amplified sound, staging, building of structures, etc. • Philanthropy events or events involving the sales of items or collection of items or funds conditions applies to your • Distribution or Sale of food and/or drinks to 50 or more participants • Events that are open to the public ( those not affiliated with UA ) event, you must register the • Events, programs, or initiatives which take place on any designated UA grounds ( outdoors ) • Any active fi filming or videoing via camera, drone, or other recording device within or event in AUInvolve. outside of an Auburn facility or on campus grounds • 5K’s ’s , Walk/Runs, Vi Vigils , De Demonstrat ations , Marches, Sit-ins, or Pr Protests • Exhibits, Tabling Outdoors, or organized distribution of information • Blood Dr Drives , Voter Registration Drives, Clothing Drives, or any cause • Any event featuring an outside vendor or agency • Any event where there is an outside sponsor or group(s) participating • Social E Events , Swaps, Step shows, and/or Band/Day Parties • Social or other on-campus events involving 50 or more people • Any event held outdoors on UA grounds • Any request for to advertise p publicly via signs, luminaries, banners, etc. on UA grounds • Events involving minors (Individuals 19 years and under)

Who can register events for my organization? * Members who has attended Event Smart When should I submit my organization’s event? * At least 7 – 10 business days before the event date * this i is a a m minimum a and d does n not i include e events u utilizing t the c campus e event p planning f form * Campus administrators and Governing Councils reserve the right to deny your event if it is not submitted in a timely manner