RSO Event Planning
Scheduling a Meeting on Campus
One of the benefits of being a Registered Student Organization (RSO) at Evergreen is the ability to reserve college facilities for meetings and events. Remember that only RSO coordinators may reserve college facilities in the name of the RSO. Coordinators may request a space for a meeting by approaching their advisor with information as to the name of the RSO, specific room or location requested, time, date, and number of expected attendees. After meeting with your advisor, a formal meeting request will be made by the Front Desk staff that will send the information to Space Scheduling with the request. When confirmation from Space Scheduling is received, the advisor and the group will be notified via the RSO mailbox. Once your RSO meeting times are official, you’ll find it listed on our table tents and on the Student Activities Meeting Calendar. To learn the capacities of many meeting spaces, consult the Facilities Building Event Occupancy list, or review the quick reference Occupancy Chart. Please Remember:
- Students who are interested in reserving the Longhouse are encouraged to review the unique history and users guide for that space.
- If reserving Red Square, please review policies regarding amplified sound.
- Reserving a room as a proxy or in the name of a RSO that will be used by another community or outside group is against college policies and violates state law.
- The room reservation is not complete until Space Scheduling has sent Student Activities a confirmation officially reserving the room/location for the RSO.
- This process is to reserve meeting rooms ONLY. To reserve space for events, please follow the process outlined below in the next section: "Event Planning Makes it Happen."
- DO NOT call Space Scheduling to reserve a space. Space Scheduling will not reserve a room for an RSO through any process except what is outlined here.
Every successful event starts the same way, as a great idea. However, what turns a great idea into a successful event is intricate planning and deliberate implementation. Student Activities is here to help you plan your event.
As the RSO coordinator, it isn't your role to always come up with the great idea. But, once your constituency adopts an event idea, it IS your role to ensure that event is well planned and implemented. Much like an academic project, an event can be best managed if it is first outlined ahead of time. To assist with the process, the Student Activities staff has provided a process you will use in producing your organization's events. RSOs are required to be funded by the S&A Board to plan events on campus. RSOs that have not received funding from the S&A Board or have only received a "Start-Up Budget" are limited to meetings only and small events. Small events are defined as those activities without contracted services and cash-handling, under 100 persons, and advertised only on campus. Under no circumstances will small events require RART Review.
- Student Activities Event Planner: This new form or it's traditional version, is used by the RSO coordinator to conceptualize and plan the implementation of the event. The planner becomes the blue print you will use from start to finish of the event. The top section of the form is for laying out the event idea. This could happen in an RSO meeting where a constituent or the coordinator introduces the event idea. If the RSO adopts the idea, you then begin the planning process. You will want to think through each section of the planner and jot down your ideas before bringing the Planner to your advisor. Your advisor will review the Planner with you, possibly asking you to provide some additional information. Once all the necessary information is in place, the advisor and the coordinator will complete the...
- Tentative Production Worksheet: The Tentative Production Worksheet (TPW) assigns estimated dollar values to the event and identifies additional campus services that will need to be accessed to produce the event. It is at this point where you and your advisor will complete the risk assessment review for the event. If your event is deemed to be moderate or high risk, your event will be reviewed by Student Activities Administration and potentially by the Evergreen Risk Assessment Review Team (RART) at this part in the process. The completed TPW will be given to the Student Activities Front Desk who will then begin to process your requests such as sending the Space Scheduling Requests, contacting Facilities and Police Services or other related offices. Once the requests are processed, the Front Desk will then produce the...
- Campus Production Report: The Campus Production Report (CPR) then becomes the document you will use to coordinate all of the campus services needed to insure success for your event. This process will require the Coordinator to visit appropriate campus offices to make arrangements for the event. If you're unsure if your CPR is completed, or if you have questions or find an error, please visit with your advisor. Once all necessary coordination has occurred, and all signatures have been collected, the completed CPR is returned to the Front Desk. Your Event is Official! At this point your event will be listed on the Student Activities Event Calendar and promoted on the Table Tents! At this point the RSO should begin advertising and other promotion for the event. Please see the Posting Policy for additional information.
- Day of the Event: Check-in with your advisor and the front desk on the day of your event. You'll want to pick-up the CPR at the front desk and have it with you at your event. Additionally, you'll want to bring you CPR with you if you need to pick-up equipment and supplies from campus offices. Your Event Planner document will also help guide you to successfully delegate and check-off individual tasks to a completed event.
- Event Evaluation: Coordinators are required to submit an Evaluation Form to their advisor after each event. When the event is over, coordinators, constituents and/or volunteers should meet to have a discussion regarding the event's success and areas for improvement. Coordinators should also use this information to assist them in the bi-quarterly Student Leadership Activity Reports (SLAR). Student Activities will use this information to create an accurate history of events for future coordinators.
Your advisor is here to answer your questions during every stage of Event Planning. Student Activities reserves the right to cancel events for which a completed CPR is not received at least 48 hours prior to the event. The Event Planner is your working document until the event is over, making it one of the key items in assuring success for your group's event. Once the event has occurred (or at least within 5 days), please complete the Event Evaluation and turn it in to your Advisor.
If your Registered Student Organization (RSO) is organizing an event or activity and plan to advertise off campus; open to the general public; anticipate an audience of 100 or more; or, thinking about holding the event off campus or outdoors you may need to first have your proposal reviewed by the Risk Assessment Review Team (RART). This committee is comprised of the Dean of Students, Environmental Health and Safety Coordinator, Director of Police Services, College Risk Manager, Director of Student Activities, a student representative and the respective building manager. The RART is responsible for evaluating potential risk levels of an activity or event and to determine if additional steps should be taken to help reduce the potential risk. If the committee decides that additional staffing or security is required for the event the sponsoring RSO will be expected to incur all additional costs. Please review the full college policy concerning event security and safety and to learn more about the role of the Risk Assessment Review Team. The following steps are typical of an RSO going through the RART process:
- Step One: Before RART will review your RSO’s proposal you will first need to meet with your adviser to complete the Tentative Production Worksheet (TPW). Once you have completed the TPW and received confirmation that the space requested has been reserved, the form is then reviewed by the Director of Student Activities. Upon review of the TPW, the director may decide the event is low risk and may proceed to the Campus Production Report (CPR) process. The director may also determine after reviewing the TPW that the event has moderate to high risk and send the proposal forward for additional review by the RART.
- Step Two: Events determined by the director to have moderate to high risk must be submitted for RART review at least four weeks in advance of the date of the proposed event or activity. Accompanying the TPW should be a concise description of the event or activity, historical background information, including previous experience and qualifications of student members involved in the development and implementation of the event, detailed budget, room diagram and a list of volunteers and their specific duties.
- Step Three: Organizers of the event are encouraged to attend the RART meeting to respond to any questions or concerns raised by members of the RART. After reviewing the proposal RART may: determine the event is low risk and can proceed with no additional staffing or security; decide that the potential for risk requires additional staffing or security for the event; or decide the potential risk is too great and deny the request.
An Equipment Request Form must be completed when requesting any custodial equipment for an event. Your advisor will help you complete this form and forward to Facilities along with your CPR. Without prior arrangement, Facilities will charge $36 per staff hour. If your RSO does not breakdown its event, or leaves a space damaged or unclean, Facilities will charge your budget for the labor and material needs. The following are typical Facilities Requests:
Banner Hanging: Facilities can hang a banner over the doors to the Library Building, or in other hard to reach locations. To have Facilities hang and remove a banner will cost approximately $75-$100 depending on location and size of the banner.
Chairs: On portable racks of 50-100 chairs and can be delivered to your event.
Tables: Card tables, 12-foot tables, 8-foot tables can be delivered to your event.
Event Setup and Breakdown: Facilities will only deliver to your event; they will not setup or breakdown the setup. The more chairs and tables that are needed for your event, the more volunteers will be needed. Additionally, for a fee, Facilities will also setup and breakdown. By prior arrangement, Custodial will set-up and takedown the event at the rate of $24 per staff hour.
Cleaning Kits: These are usually requested for events that will have food and drinks served. Contains a duster, broom, mop bucket, mop, and rags. Custodial Services are available until 1am and will respond to calls for clean-ups or bathroom re-stocking. Need to contact Facilities after hours? Just call Police Services at x6140.
Extra Trash Cans / Recycling Containers: Custodial Services can deliver extra trash cans and recycling containers.
Staging: The staging comes on carts that can be pushed to different venues:
4x6 foot staging: Each cart holds eight pieces of staging and two carts will make a maximum stage of 16x24 or various combinations, depending on your needs.
4x8 foot staging: This staging is only used for very large stages such as Graduation or large concerts in the Campus Recreation Center.
Staging Key: The Staging Key connects the staging together. It will be picked up when the staging is received. The charge for a lost key is $25.
When the signatures on the Campus Production Report (CPR) are complete, and it is returned to the Front Desk, the event will be entered onto the Student Activities Event Calendar. The Calendar is available at the front desk or on the Evergreen website. Additionally, this information is used to create the table tents.
If your event involves paying a speaker, or performer, you need to complete a Client Services Agreement (CSA) Worksheet. You must provide the name, address, and telephone number of the speaker. The SA advisor will complete a CSA and send to the speaker for signature. It is advised that CSA Worksheet are submitted to the organization's advisor at least three weeks in advance of the event. You may not pay other constituents, student coordinators, or students for services without additional documentation. If you would like to pay for a speaker's travel expenses, please inform your advisor in advance. For more information, please see the Finance Section.
Co-Sponsorship provides the opportunity for student organizations and the campus community to collaborate on events and speaker programs. If the RSO receives co-sponsorship, a Co-Sponsorship Form must be signed and submitted to your advisor. The RSO will not receive the funds until this form is submitted and the Co-Sponsoring RSO/program/office is determined to have the funding necessary to complete the budget transfer. Typical offices RSOs can request a co-sponsorship from include other RSOs, President's Diversity Fund, Academic Programs, Foundation Activity Grants, and the RAD Greener Organization. It would be wise to complete Co-Sponsorship Forms as early as possible.
If an RSO does not have the funds in the budget to cover the entire cost of the proposed event, a CPR will not be completed until the Co-Sponsorship Form (and any necessary supporting documents) are returned to the advisor and the co-sponsorship funds are verified as available. The minimum amount a group may co-sponsor is $50.00 and the budget and signatures must be complete to be considered valid. The co-sponsorship dollars should not be assumed until the form has the signature of the Account Manager or Budget Authority. In the case of an RSO budget, that will be the signature of the Assistant Director. Only RSO Coordinators can make Co-Sponsorship commitments. It is preferable to submit the Co-Sponsorship form before the event occurs. However, the completed form must be submitted no later than 48 hours after the date of the event.
If your RSO is unsure whether a warning or posting is required or should be considered for your event, please consult your advisor. Please remember that it's best practice to notify attendees in advance in your promotional materials. If you only post on the venue door, you will be required to refund the ticket price for a patron. Also, consider letting the community know when an event is "Family Friendly," many Evergreen students may wish to bring their young children to events. Attendees to events have the right to be provided notice on the door of the venue when the event contains the following elements:
- Smoking (Tobacco/Other)
- Use of Fragrances
- Nudity (Partial/Full)
- Strobe Lights
- Gun Shot or other similar sharp loud sounds.
- Chemical Fog
- Strong Language
RSOs can work with their advisor to secure licensing to perform copyrighted theatrical and musical works at Evergreen. The following policies apply to performing works not in the public domain:
- Auditions: Licensing must be secured prior to holding auditions. This means we must receive written permission either by the license holder or appropriate agent prior to advertising and holding auditions. This will require that you have the funding needed to do the production and that the performance location and dates are known and reserved.
- Scripts: We will need to rent or purchase as many scripts, libretti, and music scores as needed. We cannot make copies or edit a script without written permission from the license holder. Editing a script can include combining or editing characters or character names, changing locale, editing, removing or adding language or content.
- Rehearsals: These activities in most cases must remain closed to only college personnel, cast and crew. If we open a rehearsal, such as a final dress rehearsal to the public we typically must purchase an additional performance license for that event or receive written permission from the license holder.
If your group has an author or speaker and you would like the Greener Store to be present at your event to sell books or merchandise, they are here to help. Please contact the Greener Store at least three (3) weeks prior to your event. Please be prepared to discuss the author, titles, and ISBN number for the books as well as location, date and time for the event.
Many events that take place on campus are free to enrolled students. However, some events, especially when the costs to put on the concert/event are high, collect an admission charge. Charging admission can help offset the costs of an event. Normally, students are charged a lower ticket price to acknowledge that students have already contributed to this event through S&A fees.
When producing an event with admission that involves collecting money, the following guidelines must be followed. It is mandatory that cash is handled responsibly and legally. In order to charge admission, it's important to use proper ticket and cash accounting. Follow this checklist for the greatest success:
- If this is your first time with a till/using tickets, check-in with your advisor and they can help you with the financial paperwork.
- Ahead of time, build-in admission as a component of your Special Initiative request or your annual budget to the S&A Board.
- Decide if admission will be charged at the door only, whether you will sell tickets in advance, and whether you will sell tickets both on and off campus.
- If charging admission, numbered paper tickets are required. You can buy special tickets for the event if you plan to sell in advance, or you can use generic numbered ticket stock if it's "at the door" sales. Generic numbered ticket stock are available for check-out in Student Activities.
- Before the event, check with your advisor to fill out a Till Request Form, obtain tickets and the Box Office Statement Form.
- Day of Event: Check in with your advisor, pick up the till, check-out ticket stock, and get a Deposit Slip.
- After the Event: You'll deposit both the moneybag and revenue from ticket sales in the night deposit box at the Cashier's Office. See the next section for more details on making a deposit. The day after the event it's important that you finish the Box Office Statement with your advisor to audit your sales.
- All ticket revenue is deposited in the Special Initiative Budget, unless otherwise instructed by the S&A Board.
- Please review the Colleges Cash Handling Policies and Procedures for additional information.
Using a Cash Till
If you are charging for your event, you will need a Till Request Form. This form will be completed at the time you meet with your advisor. You will need to figure out how much change is needed (more quarters for a $3.50 ticket price, for example, than a $4 ticket price. More singles for a $4 price than a $5 price). The Till Request Form will be attached to the typed CPR and given to you to take to the Cashier's Office. You will need to give the Till Request to the Cashier's Office two to three days in advance of your event.
The Coordinator will pick up the till on the day of the event (pick up till on Friday if your event is on a Saturday or Sunday). A Till Authorization Form (available only from your Advisor) will be required to do this. When at the Cashier's Office, you will receive a cash box, lock bag, till money, and deposit slips. Be aware that when you pick up the till money, you will sign for it, taking full responsibility for any loss or error.
When selling and collecting tickets at the event, note on the Deposit Slip the number printed on the first ticket sold, thereby making it possible to keep track of the number of tickets sold. After the event, cash and tickets are counted and tallied. Two people need to be present when the door receipts are counted. The cash collected should equal the value of the tickets sold. If it does not, list on the deposit slip the amount of cash over or short. The deposit slip must show the numbers from and the cash totals for each ticket price (i.e. $3 for students, alumni and seniors, $4 for general admission). Cash and completed Deposit Slip are put in the payment drop slot located outside the Cashiers Office. Cash and deposit slip goes in the lock bag, key to the lock bag is put in its envelope and also dropped into the payment drop slot. Keep the metal cash box until the Cashier's Office is open. Return any remaining tickets to your advisor.
No cash may leave campus, nor may it be stored anywhere except the payment drop box. If for any reason you cannot count the cash on the day or night of the event, clip a note onto the lock bag that says, "do not open". Include your name and phone number on the note and drop the whole thing in the payment drop box. Cash may not be taken off campus for any reason. If you follow this procedure, you must go to the Cashier's Office to count the money on the first working day following the event. Remember to bring someone with you to help you count the cash.
The following rules apply to Cash Handling:
- Cash MUST BE deposited daily (within 24-hours of your event).
- Debts cannot be paid out of your cash receipts for any reason. (An example of this would be giving money from your till to a student for the purchase of last minute items.)
- Checks should be made payable to "The Evergreen State College."
- It is very important when making a deposit to complete a Deposit Slip. These are also available in the Cashier's Office. You should pick one up when you pick up the till. The deposit slip ensures that the Cashier's Office credits the deposit to the correct account.
- Record all of your cash and checks on the top half of the deposit slip, along with a total. (If you have checked out a till, subtract the original till amount from the total deposit, and circle this number. This will be your deposit total.)
- Cashier's Office hours are from 9am to 4pm Monday through Friday.
- Pre-numbered tickets must be given for every cash collection. This cash must match the total amount of your receipts and any difference needs to be recorded as an "over" or "short".
- Please do not carry large amounts of cash across campus alone. Police Services is available to escort you. Their extension is x6140.
- As a cash custodian, you may be held personally liable for any misplaced cash, so please follow the above instructions carefully. For more information see the College's Policy on Cash Handling Policies and Procedures.
- In the center of the slip, record your ticket numbers. If tickets were sold, please write the ticket prices next to the numbers.
- Always include your budget org number and account code. (See your advisor or the Assistant Director for these numbers.)
- Complete the description section next to the account number (Ex. "Ticket sales - Saul Manilow Lecture")
- Make sure the total on the accounting code section matches the total on the deposit total line, and don't forget to include your "over"/"short" if you have one.
- Count bills in either ascending or descending order, with all your bills facing up and in the same direction. It is important to bundle your bills with a rubber band and your coins in rolls in the following amounts:
- Ones: $25 bundles
- Fives: $100 bundles
- Tens: $250 bundles
- Twenties: $500 bundles
- Pennies: $ 0.50
- Nickels: $ 2.00
- Dimes: $ 5.00
- Quarters: $10.00
The Cooper Point Journal and KAOS Community Radio are here to help you get the word out regarding your event. Writing an article in the CPJ or announcing a Press Release on KAOS are free and subject to the review process of those areas. Additionally, RSOs can purchase ads in the CPJ at special prices. See the following links for helpful information: