XI. Event Planning and Student Center Reservations

Event Planning

Event planning is the process of meticulously coordinating and organizing all aspects of an event, from concept to execution, to ensure its success. This involves tasks such as selecting a venue, managing budgets, arranging logistics, coordinating vendors, and overseeing all details to create a seamless and memorable experience for attendees.

Step 1. Determine Program Type (Repeat or First Time)

If this is a repeat event, review the evaluations of the last event.
If first-time event(s) start by determining:
- Program/artist availability
- Venue capability/availability
- What population does the event target (is it worth your time and money)
- What approvals do you need
- Labor required
- Financial costs associated with event
- Determine planning(do you have enough time?)
Once you are satisfied:
- The event is available and appropriate
- An appropriate venue has been reserved
- The program is financially feasible
- You have the time to produce the event

Step 2. Schedule the Event

Before the Event	Day of Event	After the Event
Promotion 2 weeks for small events 3 to 6 weeks for medium events at least 6 weeks for large events CAUTION: Once you have advertised the program, do not change details frivolously.	Items Needed Schedule of events Program file with all documentation, confirmations, checks, etc. Toolbox with supplies (pens, highlighters, tape, scissors, etc.)	Evaluate Program Budget Volunteers
Volunteers Secure enough for the number of assignments Make sure you have people for clean-up Create NEED in SouthServes	Plan Ahead Be prepared for the unexpected Have contingency plans if conditions change during the event.	Thank those who played a role Organizations Campus Departments Volunteers Speakers, facilitators Co-sponsors
Create a checklist of items needed for the day of the event.	Enjoy	Suggest improvements for next time

Reservation of On-Campus Spacing

Reserving space on campus is one of the many privileges and benefits of being a recognized student organization. Below is a list of basic rules and policies for making reservations within the Student Center and on campus:

All events that fall within regular building hours are free of charge.
Room capacities must be followed.
Reservations can be made online with the Event Management System (EMS). Reservations made via email will not be processed.
Reservation requests must be received at least four business days in advance, at minimum. Requests made less than four business days in advance will not be processed.
Events that fall outside of regular building hours will be assessed a $25/hour fee. These events must be received two weeks in advance, at minimum.
Need help with the online reservation system? Email scs@southalabama.edu for more information.
Student Organizations must be registered with the Office of Student Involvement in order to use the facility free of charge.
Additional charges may apply for outsourced items such as, dance floor, lighting, etc.
Late night events may require security. Student organizations will be responsible for paying additional costs. Weekend or late night events require 2 weeks notice.
Any damages that occur during the event will be charged to the student organization.
If attendees that are not affiliated with the university are present at your event, the student organization will be required to furnish the university with specific provisions of insurance coverage for: general and personal liability, property insurance or bond, workers compensation, and indemnification of the university from all lien bills. A quote can be obtained from http://tulip.ajgrms.com.