Social Events Policies: Strategy for Success

1. Social Events Policies: Strategy for Success

2. Events Scheduling Overview • Events Scheduling books your event and event details in a scheduling database • Any changes to event details should be filtered through Events Scheduling • Representatives from Catering, Facilities, and Classroom Technology have access to all events and event details • Events Scheduling meets with Catering, Facilities, and Classroom Technology representatives to ensure all details match up and are fully understood

3. Reserving Space • At least 14 business days prior to event • Decide on a tentative date & location - Reserve space early. • Have alternate dates, locations, and times in mind • Use online request form (for most locations, see links page for others) • https://bannerweb.rollins.edu/prod/owa/calendar.add_event • Event request will be received and processed within 2 business days. You will be contacted at that time. • Table/chair deliveries to residential halls must also be requested through the form at least 3 days prior to the event. • All modifications to event details must be made 2 business days prior to your event.

4. Room Request Links For spaces not scheduled by the Events Scheduling Office • All Crummer spaces except the SunTrust Auditorium*:http://asp2.rollins.edu/crummer/room_res/ • Computer Labs:http://www.rollins.edu/it/forms/forms_labreserve.shtml • The Bib Lab and Van Houten Conference Rooms:http://www.rollins.edu/olin/about/room.htm *The SunTrust Auditorium is reserved through the Events Scheduling Office.

5. Special Events Policy Committee • At least 14 days prior to event • Required for events with the following: • Outdoor events (may require an on-site walkthrough) • Events that expect 100+ attendees • Events with alcohol or high risk • Meetings are held every Thursday between 9 and 10 a.m.

6. Special Events Policy Committee Cont’d • Contact your Lead Team Liaison to review the SEPC checklist (make link). You can find additional information about your LEAD Team liason and SEPC forms at ______ • Sign up on the Student Organization Center door, 2nd floor of Mills Building, by the Wednesday before the meeting you plan to attend. • At the SEPC meetings, you can expect to review your event checklist and receive advise from many areas on campus, including risk management, community standards, student involvement, campus security and facilities and grounds.

7. Advertise on the Rollins Calendar • After receipt of room confirmation • Events are no longer automatically posted to the Rollins Events Calendar • Fill out the Event Promotion form. A link will be provided in your Event Confirmation or can be found here http://calendar.activedatax.com/rollins/oePublicForm.aspx. • By using this form, you will have the ability to include a detailed description of your event and attach relevant documents, photos, and videos.

8. Reserving a Table at the CCC • As early as possible • Four tables that may be scheduled. Limit one per organization. • Space books fast, so schedule early! • Contact Becky Stone directly to reserve space; you do not need to submit a request form. • Contact Becky via e-mail at rstone@rollins.edu

9. Order Catering At least 10 days prior to event • Ordering catering • Catering menu and guidelines (http://www.rollins.edu/dining) • Catering may be tailored to suit your event needs Please note:Rollins College Catering is the exclusive caterer for all campus events. If you plan to provide your own food or food from another source, you must inform catering at least 14 business days prior to the event.

10. Request Equipment and Setup • At least 10 days prior to event • Examples of Room Setupshttp://www.rollins.edu/sps/events/Setup_Standards.pdf • All A/V equipment, furniture, etc. is reserved via the Events Scheduling Office. Do not submit work orders to facilities. • Equipment is subject to availability; outside rentals may be available.

11. Confirm Details • At least 5 business days prior to event • Review confirmation e-mail to ensure accuracy • Make changes to your event • Work with your LEAD team Liason • Handling last-minute/day of event issues • If during normal office hours, contact the Events Scheduling • Office.

12. Helpful Contacts • All Campus Events, Jerrid Kalakay, 407-646-2624, 206 Chase Hall • Campus Security, Ken Miller, 407-646-2999, Facilities/Services Building • Catering, Licelys Masseria or Diego Arenas, 407-646-2675, Cornell Campus Center • Community Standards & Responsibility, Diane Willingham, 407-691-1773, 201 Chase Hall • Contracting, Jerrid Kalakay, 407-646-2624, 206 Chase Hall • Facilities Management, Marty Grozdanich, 407-646-2167, Facilities/Services Building

13. Helpful Contacts Cont’d • Fraternity and Sorority Life, Andy Hughes, 407-646-2639, 202 Chase Hall • LEAD Liasons, Evyn Garner, Meredith Hein, or Sean Gross, 407-646-2624, Student Activity Center or Chase Hall • Posting Policy, Jane Wurzelbacher, 407-646-2624, Chase Hall • Public Relations, Lauren Hames, 407-646-1510, 170 West Fairbanks • Residential Life, Leon Hayner, 407-646-2649, McKean Hall • Student Involvement and Leadership, Jerrid Kalakay, 407-646-2624, 206 Chase Hall