In order to be good stewards of our facilities and make each activity as successful as possible, it is vital that all groups and individuals planning events follow the proper procedures. The Coordinator of Student Activities is responsible for coordinating all student-led activities.
Step 1: Check the Student Activities Calendar to see what dates are available. In order to maximize the success of each event, attempts are made to avoid scheduling two events at the same time. The Calendar is available on-line and in the SAB display case in Upper Walton Lounge. ¬†Please note that these calendars may not include the latest modifications, so please choose several dates for possible events.
Step 2: Fill out the Event Planning Form and turn it into the Office of Student Activities. ¬†Clarify the basic description and intent of the event, as well your preferred date. All student activities should be sponsored by a recognized Eastern University club or organization, though requests made by individuals are considered depending on the nature of the request. Student Activities may also be able to assist you in planning details such as publicity, decorations and food if you ask for assistance.
Step 3: Contact the Student Activities Office to reserve a space for your event using the online Student Facility Request Form. Have as much information as possible ready when you fill out the request (date, time, place, size of group, media needs, catering requirements, seating or stage needs, etc). ¬†Fill out the form five business days in advance.
Step 4: Contact the appropriate departments for meeting special needs, such as Sodexho for catering, Housekeeping for stage and seating set-ups, and the Instructional Technology Support Center (ITSC) for audio-visual needs.
Sodexho: x5820 ¬†If you plan on using the dining commons for an event, you must fill out an agreement with Sodexho (available from the Coordinator of Student Activities). ¬†The form must then be delivered to Sodexho management, preferably a week before the event.
Housekeeping: x5819. ¬†Turn in your setup request form two weeks in advance.
ITSC:¬† If you have audio/visual needs you must submit a request to ITSC. ¬†ITSC forms must be submitted two weeks in advance.