Planning Successful Events

1. Planning Successful Events A Guide for Student Organizations Kristine Koehler Rebecca Swain Coordinator, Office of Student Life Graduate Assistant kristine.koehler@nau.edu rebecca.swain@nau.edu

2. First Steps • All on-campus events must be approved by the Office of Student Life • Meet with a staff member during walk-in hours every weekday from 1:30 to 5 pm • Fill out the Event/Activity Approval Request form • Start this process at least 2 weeks before your event

3. When Can I Skip This Process? • Your event is being held off campus • You need a room for a meeting that is open only to your members • You want to reserve a booth or space on the Pedway to hand out information only

4. What Information Do I Need? • You should bring the following information with you when you come to walk-in hours: • Name of your student organization and your advisor • Name of your event • Time, date, and place • Description or idea of what you want to do

5. Facilities • Contact information is on back of Event Approval form • Be sure to ask about any fees for room set-up or technology • Provide a copy of your reservation with your completed form

6. Contracts & Insurance • Off-campus speakers or performers • Student organization responsibilities: • Contact speaker about availability • Provide name, address, phone number, and Tax ID number to Student Life • Office of Student Life responsibilities: • Review contract and insurance requirements • Contact speaker regarding contract • Work out all details with speaker

7. Food • Working with Sodexo • Most of the time you will need to use Sodexo • No Frills Catering • https://northernarizona.catertrax.com • Outside food • Donations or pre-packaged food • Must get food waiver approved

8. Release Forms • Used for events where there is a foreseeable risk of injury or harm to participants • Forms must be filled out completely, including insurance information • Forms are returned to the Office of Student Life following event

9. Other Possible Requirements • Campus Safety/NAUPD • Parking/Shuttle Services • NAU Central Ticket Office

10. Financial Information Form • Used whenever you are selling tickets or merchandise or collecting donations • Completed form should be turned in to Office of Student Life after your event

11. Getting Final Approval • Bring your signed Event/Activity Approval Request form and any other required documents to the Office of Student Life • Staff will review and sign off on your event • Pick up your signed Approval form and keep it handy during your event

12. Marketing Your Event • Do not market your event until you have received final approval from the Office of Student Life! • Marketing Ideas • Bulletin boards in the Union • Bulletin boards in Residence Halls • TV monitor outside Office of Student Life • Student Organization Newsletter • Facebook

13. Now You Try! • Suggest an event • Walk through the planning steps together

14. Questions? Office of Student Life University Union Room 105 (928) 523-5181 kristine.koehler@nau.edu rebecca.swain@nau.edu