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Event Planning. Molly McCormack , M.Ed. Asst. Director Student Activities – Clubs & Organizations. Advisor workshop series:. ASUN / Student Activities Center. Overview. The Basics of Event Planning On-Campus ASUN Department of Clubs & Organizations Student Events Advisory Board (SEAB)

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Advisor workshop series

Event Planning

Molly McCormack, M.Ed.

Asst. Director Student Activities – Clubs & Organizations

Advisor workshop series:

ASUN / Student Activities Center


  • The Basics of Event Planning On-Campus

    • ASUN Department of Clubs & Organizations

    • Student Events Advisory Board (SEAB)

    • New Deadlines for Graded Events

    • Resources

    • Helpful Websites

    • Important C&O Dates and Events

  • What’s in the Packet?

    • Presentation slides

    • SEAB

    • Pre-Event/Program Worksheet

    • Sound, Light, Staging

    • ASUN Club Resources

    • Posting/Chalking Policy

    • Prize Form

    • Foundation Letter

    • Post-Event/Program Form

Asun department of clubs orgs
ASUN Department of Clubs & Orgs.

1 – Director of Clubs & Organizations, Patrick Delaplain

8 – Club Commissioners:

Phil Hacker - Greek Life

Adam Crabtree - Sports & Recreation

Erin Gelmstedt- Pre Professional/Academic: Arts, Business, Education

Schinria Islam- Pre Professional/Academic: Science & Engineering

Adam Kirtley - Campus Life

Nathan Demuth - Service & Community Outreach

pending – Multicultural & Diversity

open – Social & Political Involvement

259 – Clubs and Organizations, as of September 2, 2009

5,286 – Students in a club or organization, as of September 2, 2009

Student events advisory board
Student EventsAdvisory Board

  • From the beginning:

    • Fill out the SEAB form online

    • Print out the confirmation page for signatures and proof of completion

    • Present printed form to scheduling entity& book your facility

    • Complete a Buildings & Grounds Work-Order if needed

  • The Grading System…

Seab grading system
SEAB Grading System

  • Grade A

    • Most risk involved with medium to large numbers in attendance

    • Must attend SEAB meeting

    • Typically will involve Special Events Insurance

  • Grade B

    • High risk involved with medium numbers in attendance

    • A consulting meeting will be required, and details will be brought to the SEAB on-behalf of student club (they are welcome to attend however)

  • Grade C

    • Medium to little risk with medium to low numbers in attendance

    • Are encouraged to seek advisement

  • Grade D

    • Little to no risk and member’s only or small numbers in attendance

NO MATTER THE GRADE, EVERY completed SEAB must be accompanied by the SIGNED confirmation page.

Advisor workshop series

SEAB, What Really Happens…

  • After submitted, raw form gets sent to:

    • Molly

    • Union/University Scheduling, B&G, UNR PD

  • Form gets entered into spreadsheet

  • Club gets emailed a Grade Specific Protocol

    • Might include: movie policy, special notes regarding event, etc.

  • Status of all events are “PENDING” until I receive the signed “confirmation form”

Grade specific deadlines
Grade Specific Deadlines

  • Grade A:8 weeks prior

  • Grade B:6-8 weeks prior

  • Grade C:4-6 weeks prior

  • Grade D:1-2 weeks prior (if Union)

    • 4 weeks prior (if University Scheduling & B&G)

  • Deadlines were created to help students plan ahead and to alleviate the stress of the staff members helping them.

  • Each deadline implies that ALL DETAILS have been accounted for

Resources available to you
Resources Available to YOU!!

  • ASUN Sound, Lights, & Staging

    • No cost

    • Student run

    • Anything from a microphone and speaker to an all-out concert!

  • Club Resource Room

    • Poster paints

    • Butcher paper

    • Art/craft supplies

    • Space to work in

  • Club Resources

  • Buildings & Grounds – tables, chairs, trash cans

  • Student Union Administration – tables, chairs, staging, AV, etc.

Online resources

Office of Student Activities -

ASUN Website –

Student Union Scheduling –

University Scheduling -

Buildings & Grounds Work Order

Important c o dates events
Important C&O Dates & Events

Funding Periods & Due Dates

Fall I - Applications Due: September 8Fall II – Applications Due: November 2

Funding Hearing: September 12Funding Hearing: November 7

Coverage Period: Sept. 14 – Nov. 15Coverage Period: Nov. 9 – Feb. 14

Club Fair

Spring – February 10, 2010

Clubs & Organizations Leader Training (COLT)

Fall II COLT – October 2

Spring I COLT – January 28


February 20, 2010

Successful advising tips
Successful Advising Tips


  • Help them to see alternatives and provide an outside perspective

  • Make sure to understand the importance of, and encourage OPEN DIALOGUE


  • Only get to know the club leaders

  • Say you know, when you don’t

  • Use the club to promote your agenda

Why advise
Why Advise?

  • The Liability Myth

  • “…institutions need to ensure that student have the skills, support systems, and authority required to carry out [their] responsibilities successfully”

    (Ackerman, Werner, Vaccaro ed., 2005 p. 139).

    YOU are that support system!!

  • An advocate for THEIR purpose

  • Retention Retention Retention!!!

Thanks for your time but most importantly thank you for your commitment to advising our students
Thanks for your time!!But most importantly, thank you for your commitment to advising our students!

ASUN & Student Activities

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