Planning an Event
Planning safe, successful, quality events is an important aspect of student organization activity. The Student Organization Event Policy [1] provides recognized student organizations with guidance and learning opportunities as they relate to social responsibility and event management, which support the following:
- Creation of safe and successful environments for event participants;
- Empowerment of recognized student organizations to hold themselves, guests and others accountable for actions; and
- Education on event planning and risk management practices.
Read the Student Organization Event Policy [1]in Chapter 8530 of the K-State Policies and Procedures Manual.
Event Registration
All RSO-sponsored events that are open to non-members must complete the event registration process, as outlined by the Student Programs and Involvement. Closed meetings or activities, unless they involve alcohol or minor children, do not need to be registered. Closed meetings or activities are those that are only open to organization members (non-members may not attend).
The Student Event Coordinator, i.e. the student member of the sponsoring organization designated by the RSO to be the lead contact and event organizer, should review the RSO Event Guidelines [2] and create the event for their group in OrgCentral. [3]
[4]
To create an event in OrgCentral, you must first be listed as an Officer of your Group, or your Group’s Officers should grant you special permissions as a member of your group. Once you have the proper permission to create an event for your Group.
How to register your event in OrgCentral:
- Visit OrgCentral and use the School Login button to sign in with your K-State eID & password
- Select "Events" along the top menu bar
- Click the "Create Event" button near the top of the page
- Select the RSO you're completing the registration for
- Complete and submit the event creation form.
A notification [5] will automatically be sent to your group president and advisors, as listed in OrgCentral. Depending on the specific details of your event, your RSO Advisor may be required to login to OrgCentral to acknowledge your event submission as part of the registration workflow [6]. If this action is required, your RSO Advisor will receive an email [7] from CampusGroups with instructions. Your event will be publicized in OrgCentral when this process is complete.
Event Requirements, Guidelines, and RSO Responsibilities
Once an organization has registered an RSO-sponsored event, Student Programs and Involvement has the authority to determine at the time of registration the necessity of a Pre-Event Planning Meeting. The purpose of the planning meeting will be to discuss the final logistics of the event. Student Programs and Involvement will contact the Student Event Coordinator and RSO Advisor to schedule the meeting. The Student Programs and Involvement may determine if additional individuals need to be involved in the meeting.
Take the online training module to better understand the student organization event policy.
Ready to travel? As organizations make plans to participate in activities and events over the summer, we encourage you check out the current travel guidelines of the University and State of Kansas.
- All RSO-sponsored events must be registered with Student Programs and Involvement
- RSO-sponsored events must follow all local, state and national laws and ordinances.
- Event coordinators should review the RSO Event Guidelines prior to completing the event registration process.
- Events taking place on university property must follow all related policies and Building Authority procedures.
- Events should not be advertised until official registration has been submitted. All promotional materials for RSO-sponsored events must identify the name of the sponsoring organization.
- Event coordinators must acknowledge and agree to the following when registering an event:
- As a representative of my organization, I thoroughly understand this and hereby attest to the validity of the information I am providing regarding its activities. I understand that falsifying this information is a violation of the Student Code of Conduct and could result in disciplinary action.
- I understand I must inform my RSO Advisor and Student Programs and Involvement of any changes to this event.
Student Event Coordinators should review the RSO Event Guidelines [2], covering the topics listed below, before registering an RSO-sponsored event.
- Advertisement, Publicity and University Trademark
- Amplified Sound
- Animals
- Audience / Attendance
- Co-Sponsorship with Non-University or Commercial Vendors
- Entertainment
- Fireworks
- Food and Beverage
- Gambling / Raffles
- Location
- Parking and Traffic
- Safety and Liability
- Sales and Solicitations
- Special Events
- Temporary Structures / Tents
- Unmanned Aircraft Systems / Drones
- Violent Games
The Student Event Coordinator is defined as the student member of the sponsoring organization designated by the RSO to be the lead contact and event organizer.
The Student Event Coordinator shall be responsible for event-related details leading up to, during and through a post-event evaluation to ensure the safe and successful production of an RSO-sponsored event. This individual shall serve as the primary contact in the event registration process.
While different events require varied planning segments, a Student Event Coordinator may be involved in the following activities/tasks:
- Review the RSO Event Guidelines [2]
- Register the event in OrgCentral [3]
- Serve as a liaison between the sponsoring organization(s) and the university and communicate in a timely manner.
- Attend a pre-event planning meeting with appropriate representatives of the university to review details related to the time, place and nature of the specified event, as required by Student Programs and Involvement. Most events will not require a pre-event planning meeting.
It is the expectation that the RSO Advisor participate in the event planning and registration process. Specifically, the advisor will be expected to participate in the following:
- Shall, at minimum, have an awareness of all organization events and activities, including event date, time, place, cost, fundraising, admission, audience and participants.
- Shall review and acknowledge, if appropriate and upon notification, all event registrations submitted by their RSO.
- Email notifications [5] will come from "CampusGroups"
- If required, the RSO Advisor will receive an email titled "Workflow..." [7] with instructions to login to OrgCentral to review and acknowledge the event registration [6].
- Shall attend any pre-event planning meetings as required by Student Programs and Involvement. Most events will not require a pre-event planning meeting.