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How to plan a perfect event. Step #1 Approval from the Student Life Office. Contact Cheri Smith in the Student Life Office and request a Student Activity form. Please Include the Following Information:. Name of the event Date(s) of the event

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step 1 approval from the student life office
Step #1 Approval from the Student Life Office
  • Contact Cheri Smith in the Student Life Office and request a Student Activity form.
please include the following information
Please Include the FollowingInformation:
  • Name of the event
  • Date(s) of the event
  • Is this a meeting, lecture, class, workshop, seminar, or other?
  • Time of the event – define the actual event time and amount of set up time needed
  • Number of people expected to attend
  • Location choice (Building and room number)
  • SECOND Choice of location
  • Please specify set-up (Square, Workshop, U-Shape, Theatre, Banquet, or Other)
  • Do you need a table(s) for refreshments?
  • Is any audio visual required?
step 2 an approved activity form
Step #2 An Approved Activity Form!
  • Once your activity application has been approved by the Student Life Office, it’s time to see if your desired space is available!
step 3 the space request
Step #3 The Space Request
  • Determine who you should reserve your space from!
  • Robbin Snodgrass Special Events Coordinator at 921-4451

r.snograss@rockvalleycollege.edu

  • Cathy Cervantes Facilities

Scheduler at 921-4452

c.cervantes@rockvalleycollege.edu

step 3 determining who to contact
Step #3 Determining Who to Contact

Contact Robbin if:

  • Your target audience includes the outside public.
  • Your event involves inviting an outside speaker or an organization.
  • Your event involves catering and the assistance of Public Safety.
  • Your event is large and scheduled for more than one location around the campus.
determining who to contact cont
Determining Who to Contact cont.

Contact Cathy if:

  • Your target audience is RVC students/faculty or staff.
  • You are requesting space for a table for information or food or fundraising.
  • You are looking for a meeting space for your group or club.
step 4 have your activity form signed
Step #4 Have Your Activity Form Signed
  • Your space is not reserved until your activity form is signed.
  • You may also need to have your activity from signed by other departments- this takes foot work!
  • Bring your Activity From over to Robbin or Cathy in Business Services to have it signed.

Service Support Building 1306

First floor of the SSB (kiddy corner to Public Safety)

step 5 confirmation and returning the activity form
Step #5 Confirmation and Returning the Activity Form
  • After space has been assigned and all signatures are in place an email confirmation will be sent to your Club Advisor, POM, Public Safety and the Student Life office.
  • Please return the Activity form to the Student Life Office.
successful event planning
Successful Event Planning
  • Some space is not schedulable
    • Lounges, study areas & water areas are not
  • Decoration must be in accordance with Office of the State Fire Marshall
    • No open flames
    • No Pets allowed
  • No helium tanks allowed on campus
successful event planning11
Successful Event Planning
  • No overnight camping
  • No gambling or games of chance
  • No alcohol allowed
  • Tailgating not permitted
  • Make sure your caterer is approved
  • Boiler house and POM staff are required
  • Public Safety are required
quick tips
QUICK TIPS
  • Plan ahead
  • Picture the room
  • Communicate your vision
  • Reconfirm 48 – 72 hours prior to the event -
    • Cancellation?
    • Changes to set up?
  • After event - follow up with assessment
  • Have Fun