When student organizations are planning an event, there are a number of items to be considered … If you are planning a travel program,, please refer to the Student Organization Travel Checklist
Is this the event for us?
- Is this something that will be of interest for the audience you hope to attract or does it appeal to only one or two members of your group?
- Has this or something similar been done in the past? What were the results?
- Is this an event that will enhance the group’s image?
- Do we have enough people within our group to pull this off and is everyone committed to the idea?
- What does our advisor think?
- Is there another club or organization that we could so-sponsor with to help with some of the cost/man power?
- Will we open up the event to off campus community?
– and if we do what approval and requests will be required?
What about our finances?
- How much will it cost to put on this event?
- Will there be a fee for a speaker or performer?
- Will we have to pay for food, sound, lights, audio-visual equipment, a DJ, University police?
- What about publicity expenses? (i.e. posters, flyers, etc.)
- Do we have enough money in our budget to cover expenses even if we don’t make money from ticket sales?
- Could we apply for co-sponsorship, Weekend Warrior Grant, Inclusion Grant, or Beyond the Classroom Grant?
- Will we charge an entrance fee? And or sell tickets ahead of time?
How will we publicize?
- Who is our target audience?
- How will we advertise to reach this target audience?
- Have we reviewed the campus advertising policy?
- Will we promote this off campus?
Will we be able to do this event?
- If it is something other than a meeting, have we met with the *Director of Student Activities and Student Center Operations to get approval for and assistance with the event?
- Once we have approval, is there a facility we can use to have this event? Do we have a confirmed reservation for the facility?
- Do we need to place a food order with Gourmet Dining?
- Are there other events happening that night/day that could adversely affect our attendance?
- Who will be responsible for placing all the work orders (for tables, chairs, etc.) and requests for police, food and/or audio-visual equipment?
- Who will assure that cleanup is done?
- Who will be the advisor on duty for your event?
- If the event is off campus there are differ timelines and regulations to be followed.
Part 1 : 2-4 Months Out
- Program Idea ___________________________
- Budget Proposed – Anticipated Costs __________________
- Budget and account information can be obtained from the portal or the Office of Student Activities.
- Meet with Organization Advisor and/or Executive Board
- Make appointment and meet with Director of Office of Student Activities and Student Center Operations
- Room Reserved – Location _____________________ Time __________________
- Identify what portions of the event will need to be contracted (DJ, Performers, Sound, etc.)
- Any large purchases? Do we have a quote? Is a Purchase Recognition needed?
- See the Office of Student Activities for assistance and further instructions.
- Identify what other services will be needed:
- Food _________________________
- Custodial ______________________
- Police/Parking _________________
- Event set-ups ___________________
- Media Center _____________________
- Tickets _______________________
- Other ________________________
- Complete Performance Worksheets for any contracted service (obtained when you meet with Director). Don’t ask for or sign a contract. A member of the Student Activities staff or an advisor must ask for this.
- If needed meet with Assistant Director of Student Activities obtain written permission to use outside food vendor.
- Work with the Student Activities Office to get contracts for any performers, vendors, and services.
Part 2: Minimum of One Month Out
- Meeting with student group – obtain feedback on ideas generated through Part 1
- Do an initial logistics meeting with essential individuals in group
- Book hotel for performer (if applicable) – Hotel ____________ Confirmation Number ____________
- Review Performance Contracts. Are there additional services based on the contract to negotiate and/or provide?
- Confirm and order services listed in Part 1 as per advisement of Director of Student Activities.
- Develop a timeline for night of events
- Doors Open ____________________
- # Workers Needed _____________
- Develop marketing/advertising campaign (see ways to advertise on page 56).
- Please have any flyers approved by the Office of Student Activities.
- Any Electronic Sign Forms need to be turned into the SGA administrative assistant.
- Any table reservations for the Student Center need to be reserved through the Office Student Activities in advance (limit to one organization per week).
- Process contract for payment (through Office of Student Activities, if applicable).
- Complete work orders, request audio/visual from Help Desk, and work with Gourmet Dining to place food order (if needed).
- For Anacon setup see the Student Activities Office for a diagram.
- Is a quick order needed? If so they are limited to (2) $200 purchases (Shoprite or Kmart)
- See Office of Student Activities for form (keep receipts).
- Are there any items that need to be purchased? If yes, a request for funds form is needed.
- See Office of Student Activities for approved spending procedures.
- Are any sort of waivers or hold harmless forms that need to be filled out prior or during the event? – Please see the Office of Student Activities and Student Center Operations.
- If approved to use outside food vendor obtain all legal, health, and certification forms needed for Gourmet Dining and Student Activities to approve and file.
Part 3: Two – Four Weeks Out
- Purchase any additional needs from performance contracts. ______________________________
- Have all advertising started on campus. List three advertising methods below:
- If tickets are being sold. – From _______________________ Cost _________________
- Obtain volunteers
- Review budget. Is the event falling on target?
- Does the performer, vendor, or program need anything special (i.e. rider needs, technology or electrical needs, etc.).
Part 4: Two Days – Two Weeks Out
- Refresh all advertising methods.
- Call performers/agent to finalize all arrangements.
- Arrival Time _______________
- Exchange Emergency Contact Info ___________________________
- Anything else performer mentioned of note __________________
- Develop a task list/checklist/timeline for day of program.
- Verify all contracts have been processed for payment.
- Gather all requests/work orders into one central location for easy access.
- Confirm all facilities, media operations, and other requests.
Part 5: Before the Show (Day of)
- Check in with Student Activities and Student Center Operations – last minute questions.
- Pick up check(s) for performers from Office of Student Activities.
- Do a walk-through of all locations (dressing room/performance/event areas).
- Room arrangements set
- Confirm any help desk requests (or event rider needs)
- Double check any facilities requests
- Meet performers/contracted performers. Get them situated. Do they need anything?
- Double check all service orders and verify completed (introduce yourself to custodial, police, etc.)
- Complete sound check if necessary.
- Obtain an introduction from performer.
- Meet with Volunteers – do a run-through of event (clarify roles).
Part 6: During the Show
- Introduce the performer.
- Have a runner by performance area for last-minute performance needs.
- Do a sweep of the venue area – make sure everything looks good.
- If outside check perimeter for noise.
Part 7: After the Show
- Pay the performer.
- Return the venue back to the way you found it (clean-up, etc.)
- Thank your performers, service people, volunteers, etc.
- Complete post-event evaluation.
- Complete a budget review of event.
- Follow up with Student Activities and Student Center Operations – let us know how it went.
These regulations have been designed as general guidelines for all parties, shows, special events and other events sponsored by student organizations and held on campus. These regulations may be modified by the Office of Student Activities and Student Center Operations based on the nature of the event. Items taken into consideration include, but are not limited to, the size of the audience, whether the event is open to the general public or not, and if the organization has successfully presented the event in the past. Student organizations will be informed of any modified regulations when meeting with the *Director of Student Activities and Student Center Operations.
- All organizations requesting to sponsor a dance, show, fundraiser or other event, must schedule a meeting with the Director of Student Activities to seek approval for the proposed activities. This should be done well in advance of your program. No facility reservations will be approved until this meeting takes place. The Director of Student Activities and Student Center Operations will assist you in finding a place and time for your event and assist you in reserving the facility.
- No advertisements may be made until the event has been approved; then all advertisements must be approved and stamped by the Office of Student Activities before they can be placed in approved locations.
- Events must end by 1:00 a.m. Starting and closing times for parties must be included on advertisements. Events held in the Residence Quad must end by 9 p.m.
- The decision to assign any police or safety officers to student events is determined by administrative officials in conjunction with University Police. In general, if it is determined that an officer or officers be present for an event, the following guidelines are used:
- Events open to Monmouth University students and their guests must have a minimum of one (1) Monmouth University Police or Safety Officer present.
- Events open to Monmouth University students and students from other colleges or universities must have a minimum of two (2) Monmouth University Police or Safety Officers present.
- Events approved to be open to the general public must have a minimum of three (3) Monmouth University Police or Safety Officers present.
The required amount of police or safety officers may vary due to the anticipated crowd and/or nature of the event, i.e. concerts with public ticket sales, dances, parties, step shows, open talent shows, events where alcohol will be served, date or time of the event, and other circumstances. Generally this decision will be made in advance of the scheduled date of event. The police or safety officers will be paid for by the sponsoring organization, and the Office of Student Activities and Student Center Operations will arrange for the police or safety officers to be present. With regards to certain events, such as Homecoming , Winter Ball and the International Festival, the University will continue to assess the security needs based upon tickets sales and/or the sales and distribution of alcoholic beverages. Parties/dances open to other schools or the general public may have additional requirements that will be discussed during a required meeting with the Director of Student Activities.
- The organization’s advisor or chaperone must be present during the entire function. This person must be a member of the Monmouth University faculty, staff or administration.
- The sponsoring organization must ensure staffing at the door during the entire event. All individuals working the event must be Monmouth University students or staff.
- If the organization is planning on hiring any outside vendor or entertainer (i.e. band, DJ, etc.), the organization’s advisor or the Office of Student Activities and Student Center Operations must call to request a contract. Students are not authorized to request a contract or commit a Monmouth University club or organization to a contract; if this occurs, the student or the student organization assumes all responsibility for payment and liability. All contracts must be reviewed by the Office of the General Counsel and revisions made as requested by the Office of the General Counsel. Only the Vice-President for Student Life and Leadership Engagement may sign the contract for a student organization. The Office of the General Counsel may also require that the outside vendor or entertainer provide a certificate of insurance evidencing insurance coverage which lists Monmouth University, its trustees, officers, directors, employees, agents and students as additional insureds.
- All Monmouth University students must present their University ID upon entering.
- When guests are permitted, Monmouth University will admit only those guests who are 18 years or older and possess a valid University ID. Sponsoring organizations, with prior approval, may invite Monmouth University students and students from surrounding colleges. Students visiting from neighboring colleges must present a current student I.D. and leave it at the entrance desk. Any Monmouth University student may register a guest from another college but must assume responsibility for their guest’s behavior. The guest must be 18 years or older and present a valid driver’s license or other valid and current, state, or military issued identification card. The guest(s) must also be signed in by a Monmouth University student. There is a maximum of two (2) guests per Monmouth University student. Failure to adhere to this policy will prohibit any and all guests from attending the event. The University or the sponsoring organization has the right to limit an event to one or no guests.
- Student organizations sponsoring functions must conduct a visual inspection of all people entering the event. This may require asking their guests to open bags, pocketbooks, etc. Physical searches will not be required; however, metal detectors may be utilized upon request of the sponsoring organization and/or the Monmouth University Police Department. The sponsoring organization is responsible for supervision of the bathrooms, stairwells, and event area in the Rebecca Stafford Student Center. Extra Student Center staff may be deployed at the discretion of the Office of Student Activities and Student Center Operations for overall supervision. The expense for the extra staff will be charged to the sponsoring organization.
- There must be adequate lighting, minimal lighting kept on in Anacon Hall (or other event location) at all times so as to ensure the safety and security of all.
- Sponsoring organizations must be fully aware that they will be held accountable for any/all costs that are incurred by the University as a result of unruly behavior during their sponsored event.
Student organizations may reserve facilities by visiting Conference Services and Special Events, located on the 1st floor of the Rebecca Stafford Student Center. If the group is scheduling facilities for anything other than a meeting space, they must first see the *Director of Student Activities and Student Center Operations for approval of and assistance with scheduling the event.
The following are specific procedures for reserving and using facilities/equipment on campus:
Rebecca Stafford Student Center and ALL Other Facilities
- Reserve room with Central Scheduling. Events, other than meetings, must be approved by the Director of Student Activities and Student Center Operations, and the form must be signed by the organization’s advisor. All reservations should be made at least one month in advance.(Fraternity/Sorority Chapters must have campus events approved by the Director of Fraternity and Sorority Life).
- Set-up in the Rebecca Stafford Student Center: Please see the Assistant Director of Student Activities to discuss the room set-up (Student Center only) at least two weeks prior to the event.
- Set-up in Other Areas: All requests for set-ups must be made directly to Facilities Management on a MU Facilities Management Service Order available online through the University website. Any extra Facilities Management expenses may be billed back to the sponsoring organization.
Audio-Visual Needs: Audio Visual needs must be obtained by an advisor e-mailing the Help Desk at email@example.com . This should be done at least ten days in advance.
- If the event is outside or requires extensive audio and visual needs please see of the Office of Student Activities at least 3 weeks prior to your event.
- Food: If the sponsoring organization wants to have food at the event, the food must be provided by Gourmet Dining Services. Gourmet is the exclusive food contractor (see Advisor FAQs for more information) for the University. They can be reached at x5678 (off-campus 732-263-5678).
- University Police: If it is determined by Student Life/University Police that an officer will be needed at the event, contact University Police at least two weeks prior to the event. The Office of Student Activities and Student Center Operations will assist in arranging officers for your event. The organization must pay for the required officer(s).
- If the assignment of an additional Building Manager or Facilities Management personnel is deemed necessary by the Student Activities and Student Center Operations staff, the sponsoring group will be responsible for the additional expense.
- All organizations are expected to leave the facilities in a clean condition and to place trash in proper trash receptacles. Smoking is only allowed in properly designated places on campus (at least 25 feet from the entrance to any building). Alcohol is only allowed at licensed events with the proper control mechanisms in place. Organizations are responsible for their members’ and guests’ behavior.
- Each semester, clubs are limited to reserving (2) general meetings until their roster is submitted. Rosters are not considered ‘received’ until the first day of school.
- Once the roster is on file, the remainder of the semester’s general meetings can be scheduled.
- Meetings that are not general club meetings are considered special events. Such gatherings/workshops, programs, etc. for Fraternity & Sorority Life and student clubs must be approved by Student Activities or the Office of Fraternity and Sorority Life respectively prior to confirmation of event. Contact the Director of Fraternity and Sorority Life for fraternity & sorority for events, and the Director of Student Activities and Student Center Operations, for student clubs and organizations events. They are located in the Student Life Suite on the second floor of the Student Center.
Organizations are expected to follow all campus regulations when using facilities. Failure to do so will result in the loss of the groups’ facilities usage privileges.
Capacities for Commonly Used Rooms
Anacon Hall: 500 (capacity will be less with a banquet set-up)
Anacon A: 250 (capacity will be less with a banquet set-up)
Anacon B: 250 (capacity will be less with a banquet set-up)
Pollak Theatre: 716 (no food or drink allowed in this venue)
Bey Hall Auditorium: 100
Great Hall Auditorium: 225 (no food or drink allowed in this venue)
Student Center 202 Rooms: Approximately 20
Magill Club Dining Room: 65
Carol Afflitto Conference Room: 35
Blue & White Club: 150
Pozycki Hall 115: 150
Recognized student clubs and organizations that want to sponsor an open event at an off-campus location must receive approval for the event through the Office of Student Activities. Please be advised that approval may ultimately require, at a minimum, a contract with the location signed by the Vice President for Student Life and Leadership Engagement and transportation provided for attendees. The requirements will be based on the event and discussed with the Director of Student Activities at your meeting.
If a SGA funded club or organization, or an organization planning on using fundraised MU account money is looking to do a private event for their organization at an off-campus location, please meet with the Director of Student Activities to discuss details and needs. In some cases, a contract or other items may still be required based on the nature of the event.
Should your organization members be asked by an outside business to sign a waiver or release for a program or activity in which they would participate, please send a copy of the waiver/release to the Office of Student Activities and Student Center Operations so they can have it reviewed by the Office of the General Counsel before the club members sign it. The goal is to make sure that the members understand what they are signing and attempt to negotiate revisions that might be of significant concern.
If you, or your club will be working or volunteering with minors either on campus or off campus, please complete the online Working with Minors Training in advance of your program or event. You may contact the Director of Student Activities and Student Center Operations to obtain the link to the online training program.
If the University funded organization is planning on hiring an entertainer (i.e. band, speaker, DJ, etc.), the organization’s advisor or the Office of Student Activities and Student Center Operations must call to request a contract on behalf of the club or organization.
Students are not authorized to request a contract or commit a Monmouth University club or organization to a contract; if this occurs, the student or the student organization assumes all responsibility for payment and liability. The Office of the General Counsel must review all contracts and changes must be made as requested. Only the Vice-President for Student Life and Leadership Engagement may sign the contract. The Office of the General Counsel may also require that the outside vendor provide a certificate of insurance evidencing insurance coverage which lists Monmouth University, its trustees, officers, directors, employees, agents and student as additional insureds.
If you need assistance identifying performers, calling agents or have any other questions about booking acts, please contact the Office of Student Activities and Student Center Operations located on the 2nd Floor of the Rebecca Stafford Student Center. We would be glad to provide assistance.
Pollak Theatre is a multi-purpose theatre that is used by many departments of the University. In order to keep the theatre functioning properly all student groups must follow these basic guidelines for use. All groups using the theatre will be held accountable for any damage or improper use of the facility or equipment. In order to avoid any complications, student organizations must be sure to know and complete the following:
- Reserve a date through a meeting with the Director of Student Activities and Student Center Operations. The activity must be approved through the Office of Student Activities and Student Center Operations. Please be aware that you must have a faculty/staff advisor present for the event at all times and have that advisor confirmed at the time of the meeting with the director. Please remember to reserve set up time if necessary. If you need a dressing room, you must also reserve the VIP room or 135, and/or 139 for your event.
- A $100 deposit is required for use of the facility. This deposit will be returned to the organization as long as the theatre is left in good order (no damages, clean, etc.) Please realize that damages may result in additional charges to your organization.
- Once the date/event has been approved, make arrangements with Media Operations to provide sound support services (if you need microphones, to play music, etc.) and lighting support. The organization may be required to pay for a trained user for the system. This should be done at least four (4) weeks in advance of the event. The lighting/sound booth will not be opened without a trained operator present. Food and drinks must never be in the lighting/sound booth at Pollak.
- Contact Facilities Management if you need any “extras” (i.e. tables, folding chairs, podium, etc.). This should be done at least three weeks in advance via an online service request. Depending on your needs, you may be charged for this service.
- Be prepared to pay for a custodian and a police officer(s). The Office of Student Activities and Student Center Operations arranges for these services.
- Your organization is responsible for assuring that NO FOOD OR DRINK ENTERS THE THEATRE. Food and drink are not allowed in the theatre.
- No entrances may be blocked by tables, chairs, etc. Fire regulations require that all doors must be able to open completely and not be blocked by anything, to allow people to leave in case of an emergency. All entrances around the perimeter of the theatre must be unlocked for safety purposes. All fire equipment must be completely accessible with nothing blocking access to the equipment.
- No tables or chairs should be placed in the Gallery area. The Gallery area is the hallway behind Pollak Theatre that extends from the fire doors off the front lobby to classroom 135. Your group may be required to pay for a monitor for the Gallery area during the event.
- Moving of the Steinway concert grand piano by the organization IS NOT PERMITTED. Only the proper facilities management personnel may move the piano. Permission to use or move the piano must be obtained from the Center for the Arts. Since there is an application procedure for this, it is recommended that you seek permission at least four weeks in advance. The Center for the Arts will notify you and the Office of Student Activities if permission is granted. The Steinway is situated behind the curtain stage left under a black covering. Items – such as boxes, food or beverages — should not be placed on top of the Steinway. Any damages caused by improper treatment of the Steinway grand piano would be charged to the organization. The Steinway cover and padding must be put back on the piano after its use (padding goes over the cover).
If your organization is intending to show a video for a social event, meeting or other purpose, please be advised that it is required by Copyright Laws that your group purchases the licensing for the film. It is a violation of the law to pick up, order, or download the movie from any video rental distributor regardless of whether or not you charge a fee. Neither the rental nor purchase of a DVD carries with it the right to show that movie outside of a home. Obtaining a public performance license is relatively simple, but does come with a fee. For assistance with acquiring the appropriate licensing, please stop by the Office of Student Activities and Student Center Operations.