Hi Everyone!
The purpose of this email is to try to jam pack as much information about how to function as an RSO as Possible!
If you have any questions about the information contained, please email studentlife@pnw.edu
If you’d like to set a meeting with our office please use this link here: Schedule a Student Life Appointment
Please see the RSO Handbook Here: RSO HANDBOOK
WHAT MAKES AN EVENT SUCCESSFUL?
4 PARTS IN PLANNING A SUCCESSFUL EVENT:
1 - Brainstorm/Research
2 - Planning Checklist
3- Implementation
4 - Evaluation
BRAINSTORM/RESEARCH
WHAT? WHERE? WHEN? WHO? HOW? WHY?
What is the purpose for the event? Event Goals?
What approvals and permissions do we need for this event?
What supplies or services or special talents do we need?
Where should this event be held?
When do we want this event to happen?
Who is the event for? How many people do we expect?
Who is willing to help plan the event?
How are we going to meet the goals of the event?
How much will the event cost? What is our budget?
How will we pay for the event?
Why do we want to have this event?
BRAINSTORM/RESEARCH TIPS:
Start planning EARLY!
Be flexible with dates, times, locations - Come up with at least three alternate dates and times
Check MyPNWLife and the University Calendar, and be mindful of other events that might be going on that could interfere with your event
WHO IS INVOLVED IN APPROVING RSO EVENTS?
- RSO ADVISOR
- FACILITIES & BUILDING SERVICES
- BUSINESS OFFICE
- CONTRACTS & PROCUREMENT
- DINING SERVICES
- UNIVERSITY POLICE
- INSTITUTIONAL ADVANCEMENT
- MARKETING & COMMUNICATIONS
- STUDENT LIFE
EVENT PLANNING TIPS & PLANNING CHECKLIST
DON’T RUSH THE PROCESS, and always have a back-up plan
Involve others in the process, seek out partner groups and co-sponsors
Assign a planning committee, and subcommittees, and delegate tasks.
Planning a successful event requires the planning work to begin:
EIGHT WEEKS from your target event date
EVENT-PLANNING: 6 - 8 WEEKS BEFORE YOUR EVENT
- RSO EVENT REQUEST FORM SUBMITTED VIA MYPNWLIFE
- To do any activity that is student organization related, it is required for you to submit your event or activity on MyPNWLife.
- To submit an Event in MyPNWLife, you will need to select your group page, select events, then select Create an Event.
- When you submit your event on MyPNWLife, it is added to a workflow. Our office will communicate with you back and forth to make sure your event is planned completely and that you are following the processes and guidelines outlined in the RSO Handbook.
- This is the first step an RSO needs to complete to do anything.
- FACILITIES/UNITIME/FLOORPLANS
- Before diving into Room reservations, please BE ADVISED. Just because your room reservation has been completed and approved, that does not mean your event has been approved. Your event is approved when the Workflow for your event is complete.
- Floor Plans
- Where are the Links to the Floor Plans? RSO Officers Page/Forums
LSF:https://static7.campusgroups.com/upload/pnw/2024/doc_2388788_LSF_144_no_piano_2f7dbbd9-5a9c-4335-ad17-3bba1c3cc367_321144535.pdf
Alumni Hall + Founders Study BLANK - Full Room: https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_Blank_Layout_AH_ddc1639e-a2bf-432e-89f1-4fb766364ab1_1011132310.pdf
Alumni Hall BLANK - Divider in Half: https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_Divider_in_Half_AH_95e17683-cdf9-4b4c-865b-299b638c70bc_1011132219.pdf
Alumni Hall with 40 Tables: https://static7.campusgroups.com/upload/pnw/2024/doc_2388788_Alumni_Hall_40_tables_320_chair_f7cb2648-0cc6-429d-bd86-55b25d6e931f_319221155.pdf
Founder’s Study - 4 rounds + 2 Foods: https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_FS_4_rounds_2_food_bev_2023_58fd9451-9e84-4d2d-8b77-7d42b6f6b29b_1114102449.pdf
Founder’s Study - 4 rounds + 2 long foods: https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_Founders_Study_with_4_tables6_chairs_2_long_food_2023_66eb6bff-f083-4bf8-9737-e3ef93bad14a_1114102352.pdf
LSF 144 - Blood Drive Style: https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_LSF_144_Blood_Drive_Layout_2db76125-99f4-49a0-aaf7-477b26a488d5_1011132714.pdf
LSF 144 + LSF Concourse - On Campus Job Fair Style: https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_LSF_144_Layout_2decd42f-bf74-4ca3-a5c5-089b0e1d60ab_1011132520.pdf
DSAC Gym - Welcome Rally Style (80 tables): https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_2023_Fall_Welcome_Rally_Indoor_Layout_3_74ad75db-74a7-4276-9836-150a3129a44a_1011131955.pdf
DSAC Gym + Great Hall - Resource Fair Style
https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_Westville_Indoor_WR_Map_5ad7ffb9-63f5-47e3-9665-2194db331a4b_1011131654.pdf
Alumni Hall Meet & Greet
https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_Meet_Greet_AH_Fall_2023_8c703236-158a-4361-ae3e-4fb3b211c6ce_1011131543.pdf
SULB Concourse - Exception Layout
https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_SULB_Exception_Layout_Concouse_25_Tables_Max_ef209058-8654-4c2f-8e16-09c657555bc8_1011131313.pdf
Alumni Hall + Founders Study Layout (Trivia Night Style)
https://static7.campusgroups.com/upload/pnw/2023/doc_2388788_Trivia_Night_AH_2017_b6addcd0-641e-4981-9e2e-1d0847e32e01_101113111.pdf
Alumni Hall + Founders Study - Fair Style
https://mypnwlife.pnw.edu/RSOLeaders/forum/section/null/34287/
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- If you have questions about your floor plan, let us know! We can either help you or connect you with Facilities so that you can solidify your event space.
- Reserving space on Campus
- Generally, when you submit your event on MyPNWLife, we can work with you to make sure a Unitime request is created for you and your event.
- If you are a Student worker for the University, you might be able to use Unitime, but we do not expect you to have to make your own room reservations
- Your Advisor is also permitted to submit Room Reservations for you.
- IMPORTANT NOTE: RSOs may not reserve rooms or book events at PNW for an outside entity without the additional proper approval
- Reserving space in Housing
- FOOD REQUEST: DINING SERVICES
- This request must be placed at least 7 days before the date of the event. Placing this request earlier gives you time to plan and understand what you will need to request Via SSF
- Use Catertrax! Use the Link here: Catertrax
- View the Catering Agreement for RSOs here: Aladdin Waiver
- Using Aladdin Catering Waiver here if you believe your event applies: Aladdin/RSO Agreement
- CONTRACTS REQUESTED
- A contract is needed whenever you are planning to enter into an agreement for a professional service and you are going to provide a monetary compensation for that service. Please contact the office of Student Life if you believe your event will require a contract
- Contracts will need 4 weeks prior to an event to complete if you are not using an Ariba Vendor
- RSOs are not expected to know which vendors are in Ariba and which are not. It’s best practice to assume if you need a professional service, to contact the Office of Student Life for help submitting a contract
- Professional Services could include, but are not limited too
- DJs
- Speakers
- Entertainers
- If you are planning to solicit a Faculty or Staff Member for a Professional Service, they will instead need an Overload Extra Duties form completed in Docusign. Please contact the Office of Student Life first so that we can help facilitate this process and make sure the correct documentation.
- Facility/External Use Agreement
- Event Requests from RSOs must have prior approval from the VCFA when coordinating an event that will:
- Bring external groups on campus for large scale events
- Require use of multiple facilities. Conference rooms or classrooms
- Take place during university holidays
- Occur outside normal building operating hours
- In most cases, a Certificate of insurance will need to be provided by the entity using PNW space
- Tabling for external groups should be vetted with the VCFA Executive Assistant
- See the Facility use agreement here: FEUA Form
- Some examples of external Groups (NOT AN EXHAUSTIVE LIST)
- Blood Drives
- Local Churches
- League of Women Voters
- If you are planning to work with a group that is external to PNW, please email studentlife@pnw.edu so that we can help facilitate he process with you and the VCFA executive assistant.
- SECURITY CHECK
- For all events with an expected attendance of 50 or more people, PNW PD will need to be notified 4-6 weeks before the event.
- PNWPD will staff 1 officer per 50 people and will generally charge $40 per hour per officer
- To request PNWPD, please make sure to indicate your expected attendance with the Office of Student Life when filling out your event form. Student Life will facilitate your request to PNWPD
- AV REQUESTS
- Use this request when requesting Speakers, Mics, TV or Laptop Carts for your events. Make sure to complete this request at least 7 days prior to your event.
- In some cases, if your event is after hours and you have AV reservations, your group may be charged the cost for AV services for your event.
- Make your AV Requests Here: AV Request
- FUNDING REQUESTS
- Please use the following presentation for any questions related to Funding
- SSF
- SSF Requests generally take up to 2 weeks to complete. If your SSF Request is not complete two weeks prior to your event, there is a chance you will not have the funding for that particular activity or event.
- If you change your mind about items submitted on an SSF request and want to purchase something different, a new SSF Request will need to be completed and the old SSF Request Deleted. Please be advised that this will trigger another two weeks for your items to be approved. Please contact the Office of Student Life if you want to purchase different items with your SSF Request
- SSF REQUESTS ARE NOW UNDER ACCOUNTING BOOK IN MYPNWLIFE
- Step 1: Login MyPNWLife
- Step 2: Go into your Group Page
- Step 3: View Accounting Book
- Step 4: Click on Payment/Budget Request
- Step 5: Fill out the form entirely
- Step 6: Let your Advisor know to approve the form!
  
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- Please make sure to refer to your Annual SSF Request made by your organization in the previous academic year when making your SSF Request. This Annual Request should be kept in the Files of your Group’s MyPNWLife Page.
- COOL
- The COOL Account can be accessed using this link: https://www.coolfaces.net/COOLPNW/Individual/ShowIndividualPage.aspx
- Please be advised that the contact for the COOL Account is Helen Curtis. Erica Montgomery is no longer working on COOL Account Data.
- Whenever you have Questions about your COOL Account. Please contact either pnwcool@pnw.edu or studentlife@pnw.edu
- Please remember when submitting a Payment in COOL, that two other officers will need to approve the payment before it is processed.
- Need help understanding how to utilize COOL? If you are having trouble using the presentation above, contact studentlife@pnw.edu for a tutorial.
- COOL to SSF
- There is a way for your organization to utilize Our Student Life Purchasing Cards to make large purchases with money from your COOL Account.
- Step 1: email studentlife@pnw.edu with a screenshot of your COOL account and the amount you are planning to spend.
- Step 2: Add the School as a Payee to your COOL Account by using the following Information
- Name: Purdue University Northwest
- Address: 2200 169th st Hammond, IN 46323
- Step 3: Create a Payment using the School as a Payee and using your Quote, Receipt, or Invoice as the unattached documentation. In this step, be sure to include your SSF Account Number in the Notes of the payment
- Step 4: Make your Purchase with the student life P-Card and return the Card and Receipt to the Dean of Students Office in CLO 152
- FUNDRAISING PROPOSALS
- Use this presentation for Information on Fundraising
- RSO Fundraising 24-25.pptx
- After submitting your Fundraising Request on MyPNWLife, we will connect you with the Office of Institutional Advancement, where you can meet with them about your Fundraising questions and Needs. This does not include Rate Approvals and U-Store which we will discuss below.
- If you have received a Check or cash Donation use this form when turning the Check or Cash into Student Accounts/ Bursar Window on either campus
- RATE APPROVAL/U-STORE/ Cashbox REQUESTS
- Rate Approvals
- If event or fundraiser is changing a fee or selling merchandise, a Rate Approval is needed.
- Timeline: recommend 4 weeks before event; minimum 2 weeks
- More time may be needed if requesting UStore
- Indicate all details on Event Form
- Student Life Office will forward information to Business Manager
- Business Manager will contact RSO and/or Advisor for any additional information
- Rate Approval will be routed via Docusign for signatures
- Advisor or Student Life Office will need to sign
- Once Rate Approval is approved, copy will be forwarded
- Rate Approval Questions RSOs will be asked to answer
- Student Organization Name:
- Advisor:
- Advisor Email:
- Contact Person for event:
- Name of Event:
- Date of Event:
- Location of Event:
- Description of Event: (Please provide detailed description)
- Will this event be students only or open to the public:
- Are you selling items/ merchandise? How much? Enter Details
- Is this event a Fundraiser? If yes, for what organization?
- Rate: (the amount the RSO is charging for the event or items being sold)
- Where are funds being deposited: COOL account or SSF account
- Is a Cash Box Needed:
- Is a UStore link Needed:
- Proposed date to open Ustore link:
- Date to close UStore link:
- Note - a separate form will be sent via email for the completion of the UStore link
- Creating a U-Store
- Use this form to create a Ustore and turn into studentlife@pnw.edu
- A Ustore is an Online electronic payment system for events or sales
- RSO’s will be charged Credit Card Fees for UStore revenue
- Credit Card Fee charge averages 3% of total revenue and applied to account on quarterly basis
- Indicate on Event Form need for UStore
- Student Life Office will forward information to Business Manager
- Business Manager will contact RSO and/or Advisor to gather necessary information and forward UStore Event Detail Form
- Business Manager will submit Event Request for PNW UStore via Docusign along with Rate Approval
- Timeline: 3 weeks before desired date
- RSO and/or Advisor will submit Ustore Event Detail Form to Ronit Bhardwauj @ bhardwa8@pnw.edu
- Timeline: 2 weeks before desired date
- Individuals will be contacted to test link & verify information
- Reports from Ustore will be provided by Business Manager
- Cash Box
- Indicate need for Cash Box on Event Form
- Student Life Office will forward information to Business Manager
- Business Manager will contact RSO or Advisor for:
- Rate Approval, if needed (see above section)
- Gather information for:
- Arrangement of Pickup & Return of Cash Box at Bursar’s Office
- Cash Box will include Student Organization Deposit Form to be completed by RSO
- Always ask for a Cash Box with the following Denominations
- 10 $1s
- 2 $5s
- 1 $10
- 1 $20
- Total = $50
EVENT-PLANNING: 4 - 6 WEEKS BEFORE YOUR EVENT
Once event is approved (MyPNWLife), now what?
- POST FLYERS
- Fliers can be posted on Campus in the areas specificed in the Posting Policy.
- SUBMIT EVENT FOR WEBSITE CALENDAR LISTING
EVENT-PLANNING: 2 - 4 WEEKS BEFORE YOUR EVENT
- SEND CAMPUS-WIDE NOTIFICATION FOR LARGE EVENTS (PUBLIC FACING)
- If you want your event added to the Toilet times or The Weekly Student Life Email, The Weekly Roar, Contact studentlife@pnw.edu
- REQUEST SPECIAL APPROVALS FOR WINDOW-PAINTING, ETC., AS NEEDED
- Use the Link here to View the Window Decorating Guidelines: PNW Window Decorating Approved Locations.docx
- If you are planning to utilize the Windows as a decorating place, you will need to work with the office of Student Life and Facilities to obtain permissions to paint on the windows in the specified spaces.
Have more questions about planning your event? Let us know! Contact studentlife@pnw.edu
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