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Event Planning Process

Event Planning Guide

 

Guidelines

Policies And Procedures

Student organizations who wish to reserve space on campus for meetings, events, and tables must have fulfilled the Office of Student Activities standards and be recognized by USG. All student event requests must be submitted to and authorized by the Office of Student Activities. Student organizations can make arrangements by completing an online form located on the website. You can find the necessary forms here.

Once the event is approved, the Office of Student Activities will send the space request directly to the Office of Conference and Event Services for approval based upon room availability and even feasibility. (Note: CES will not accept event requests directly from student groups or Academic Offices requesting for student groups.)

Students will agree that the space requested is only for their student organization. Student organizations are unable to request space for anyone else, whether they are on campus or off.

For those student organizations wanting to request room space for the first fourteen (14) days of each semester they must submit these requests no later than the second Friday of August for the fall semester or the second Friday of December for the spring semester. Otherwise, student organizations will not be permitted to reserve rooms. Also, rooms are not available for reservation during finals week within the fall and spring semesters.

Room Waiver

All student groups are required to sign a room waiver with Conference and Events Services for the venue space being used. It is the responsibility of the student group to be sure the waiver is signed.

Reservation Cancellation

Cancellations must be made in writing or by e-mail to the CES coordinator three (3) business days prior to event at 412.392.4200 or events@pointpark.edu. Failure to make proper notification of cancellation could result in suspension of privileges to use campus space in the future. CES will make the Office of Student Activities aware of any cancellation.

Venue Availability

In the event requested space is unavailable, Conference and Events Services will be in direct contact with the requestor to work through venue options. If there are any questions regarding room choice or availability please contact Conference and Events Services at 412.392.4200 or events@pointpark.edu.

Venue Disclaimer

If reserving an outdoor location, please be sure to provide a second indoor location in case of inclement weather.

Use of University Facilities

Point Park University facilities are expressly for the use of Point Park students, staff, and their guests, under established University policies. Unauthorized access is subject to disciplinary action. University facilities are not open to the general public except for special programs. No student organization, individual student, or group(s) of students can charge an admission fee for social events without prior approval from the Office of Student Activities.

Contract Policy

At no time may a student sign a binding contract on behalf of the University. Advisors MUST sign off on all contracts as well as make sure that the student organization has secured funding; signing a contract makes Advisors the financial backer. Contracts must be completed whether or not the guest artist or speaker is being paid for the engagement. Any and all outside contracts must be submitted to the Office of Student Activities for proper record keeping at least one week prior to the event.

Diversity in Planning

When programming, it is important to be mindful of the differences of the people on campus and in your community. Individuals striving to create, and maintain, inclusive communities must ask the following question: “Whose perspectives, experiences, viewpoints, and voices are included?” Make sure to account for any gender bias, religious backgrounds, diverse racial and/or ethnic populations, needs of students with disabilities, economic limitations faced by some students, and diverse sexual orientations of students in your programming. Considering all of these factors will help to establish a more successful program overall, reaching a wide range of students at once.

References

Venue Specifications

Locations include spaces in and around our buildings, campus, or off-campus sites. Floorplans for available on-campus locations can be viewed all in one pdf. To look at individual layouts:

Campus Life Supplies

The Office of Campus Life does not provide materials for the creation of posters or other signage. In addition, students may not use the Campus Life Office to print, copy, or create flyers or posters.

Student Event Staffing

It is the responsibility of the organizing student group to provide personnel to aid in risk management for its event. These functions will be determined by the type of event.

Reservation Quick Guide

A flow chart has been provided to explain the OrgSync submission process. Please use this .pdf to better understand the way in which all forms are submitted.

Requests

Events

Category I
Description

Any event inviting outside guests: that includes, but is not limited to, local business people, prominent public figures, board of trustees’ members, University executive administrators on a dean level or above, or non-PCHE Universities. Off-campus fundraising, events requiring special setup, large-scale marketing, and significant food service such as conferences, large events anticipating one hundred people or more, dinners with key note speakers, or formal celebrations. The Dean of Students Office will be responsible for formally inviting any important figures from the University or prominent outside guests. This category also includes any event held in the University Center parking lot.

This event requires an event proposal.

Deadline

Submit twenty (20) business days prior to event date.

Category II
Description

Concerts, conferences, performances or any event requiring special set-up qualifies as a Category II event. This event must only include Point Park or PCHE students and will require an appointment with a CES coordinator.

This event requires an event proposal.

Deadline

Submit fifteen (15) business days prior to event date.

Event Proposal

Description

Students will need to submit a formal proposal to the Office of Student Activities in conjunction with their online room request form. It is the responsibility of the student organization to keep the Office of Student Activities informed of any changes in the event details. Failure to do so may result in the immediate cancellation of this event. The Office of Student Activities, in conjunction with the Dean of Students, has the right to deny any event that poses any risk to the University.

An event proposal must be submitted with any Category I or II event request.

This proposal is to be a formal document including the following required information:

  • Name of Student Organization
  • Event Title
  • Detailed Event Description
  • Budget Outline
  • Funding Sources
  • Marketing Plan
  • Planning Timeline
  • Event Day Timeline
  • Purpose of Event
  • Intended Audience (Please include all that apply)
    • Point Park Students
    • Point Park Staff
    • General Public
    • PCHE students
    • Prominent University Figures
      * The Office of Student Activities must be aware of any outside guest attending the event.

Meetings

Description

“As-is” space or space with NO additional set-up or services required

Deadline

Submit five (5) business days prior to event date.

Tables

Description

Table space may be reserved for various locations on campus. These spaces may be used for information distribution, fundraising activities in compliance with University guidelines, and membership recruitment. Tables must display a legible sign indicating the name of the organization and a copy of the approved tabling request form. If not, CES reserves the right to ask your group to leave the premises. Organization members must be present at all times to take full responsibility for the activity. If an organization is not present within 15 minutes of their designated time CES reserves the right to remove the table.

Deadline

Submit five (5) business days prior to event date.

Vans

Description

Van requests will be fulfilled on a first come first serve basis. All recognized Point Park student organizations may reserve $200 in van services per semester.

If you are requesting a Transportation Services van driver, there will be a minimum $75 charge for four (4) hours of service. Any service exceeding four (4) hours will be charged $18.75 per hour, along with $0.36 per mile. If the organization plans to provide a certified van driver, they will only be charged $0.36 per mile.

If students wish to cancel a service they must contact Transportation Services directly. Cancellations must be sent via email to all of the following;

Cancellation email must be sent within 48 hours prior to the requested service, or the student club or organization will be billed accordingly.

Deadline

Submit ten (10) business days prior to event date.

Collections

Description

All donations must be made within a three (3) week period. If your Student Organization has not collected their donations within the maximum time allotted, all items will be gifted to a local charity. Please utilize the following locations;

  • Student Center Lobby
  • Lawrence Hall Lobby
  • 2nd Floor Lawrence Hall
  • 3rd Floor Lawrence Hall (Outisde of RDF)
  • Academic Hall Lobby

Deadline

Submit five (5) business days prior to event date.

Audio Speakers

Description

Students can request audio speakers from the Office of Student Activities to amplify music from laptop computer, iPod, and musical equipment.

Requests will be honored on a first-come first-served basis. The student group is responsible for coordinating arrangements to pick-up, set-up and return speakers with the Office of Student Activities.

Failure to do so will result in suspension of audio speaker use. The person requesting the equipment for a student organization will also be held liable for the damages. Please refer to the policy and procedures section for guidelines for speaker use.

Deadline

Submit five (5) business days prior to event date.

Banners

Description

All recognized Point Park University student organizations may reserve a maximum of five (5) days of banner space per event. Approved posters must be given to the Office of Conference and Event Services to put into the requested location. Any banner not retrieved by the organization will be discarded twenty-four (24) hours after the reservation end time.

Deadline

Submit ten (10) business days prior to posting date.

Glass Cases

Description

Glass cases are allowed to be reserved for a maximum of fourteen (14) days. Posters that are not requested to be saved will be thrown out. Approved posters must be given to the Office of Student Activities to be put into the reserved glass cases. Any poster not retrieved by the organization will be discarded twenty-four (24) hours after the reservation end time.

Size of a glass case poster should be 33” x 45” (inches). Student Activities is not responsible for the printing or payment of posters.

Deadline

Submit request ten (10) business days prior to posting date.

Submit poster to the Office of Student Activities five (5) business days prior to posting date.

Easels

Description

All recognized Point Park University student organizations may reserve a maximum of five (5) days of easel space per event. Approved posters must be given to the Office of Conference and Event Services to put into the reserved easel. Any easel poster not retrieved by the organization will be discarded twenty-four (24) hours after the reservation end time. Student Activities is not responsible for the printing or payment of posters.

Deadline

Submit five (5) business days prior to posting date.

Additional Information

Food Service

Bake Sales

Bake Sales are permissible fundraising activities on campus providing all products are baked by organization members or are purchased from a commercial entity for resale. Advertising for the commercial producer is prohibited. Bake Sale items should be pre-packaged. Egg-based, cream-filled and/or moisture-rich items should be avoided.

Grilling

Open-flame (charcoal, wood, gas) grilling is prohibited on University property.

Internal Food Requests

ARAMARK food requests must be submitted by department or group paying for event fifteen (15) business days in advance of event. To purchase online Food Requests Form ARAMARK, please visit the following web address: https://pointpark.catertrax.com. Note: A University budget line is required to place and order.

External Vendor

If you are serving food provided by an off-site vendor, you must submit to your CES coordinator a copy of the vendor’s Certificate of Liability three (3) days prior to the event day.

Table Clothing

ARAMARK provides table clothing service at no charge for all food/banquet tables when an internal food service order is placed. ARAMARK offers clothing service for an additional charge of $12 per cloth for those events not requesting internal food service. The student group must place its request directly with ARAMARK’s office (412.392.3829).

Housekeeping

The housekeeping staff provides assistance with general event set-up, i.e., table and chair placement, stage set-up, sign posts, easels, etc. Once your event needs are determined, the CES coordinator communicates these directly to the staff.

Physical Plant

The physical plant staff provides assistance with set-up items that are more technical in nature, i.e., sourcing electricity for band performances, lighting requests, dance floor set-up. The CES coordinator communicates your requests directly to the physical plant staff.

Tie Dye Events

Any and all tie dye events must be held in the Student Center parking lot and Student Center patio (ground level).

Public Safety

In general, the required number and type of public safety personnel assigned to an event is determined by a variety of factors including, but not limited to projected attendance, time and location of event, description of activity planned, whether it is open or closed to outside guests, and if cash is being collected. Public safety requests must be made a minimum of fifteen (15) business days in advance of event.

Student organizations may be responsible for the cost of public safety and/or police officers.

Event Monitoring

A University Representative will be in attendance at all times during student events.

Restricted Space

Conference and Event Services will make every effort to meet the student’s event needs, but reserves the right, in its sole discretion, to disapprove any event space in order to protect the University from liability. The LH Lobby is considered restricted event space and permissions will be granted on a case by case basis at the sole discretion of the Conference and Event Services.

Audio Visual Support

The Office of Media Services coordinates the technical requirements associated with all events in venues and classrooms held on campus. Be prepared to discuss in detail with your CES coordinator your event’s technical needs (microphone, sound, lights, amplifier system, etc.). Your CES coordinator, in turn, communicates these requirements to the Office of Media Services.

Internal Technical Support

Requests for events requiring minimal technical assistance (microphones, Power Point presentation set-up, etc.) by the Office of Media Services must be submitted to the CES Coordinator. This request must be submitted a minimum of five (5) business days in advance of the event date.

External Technical Support

Events providing entertainment (concerts, guest speakers) may require additional technical support/equipment from an outside production company. All technicians must be submitted to and approved by the Director of Student Activities. The technician will then be assessed by the Office of Media Services to determine appropriate technical support. Organizing student group will be notified if outside technical support is required and bear responsibility for all associated costs. All external technical support must be requested a minimum of twenty (20) days in advance of event.

Outside Guest Policy/Public Events

Student social events may be closed events (for the student membership and their personal signed-in guests) or open events (for the student membership, their personal signed-in guests, Point Park University students possessing a current valid ID card, and/or students from other institutions possessing a current, valid ID card). When planning an event please check which event category aligns with your plans, and be sure to follow the Outside Guest Policy, defining ID as either a student ID or a state issued license or ID card.

According to the Outside Guest Policy, guests must sign the “Event Sign-in Sheet,” a representative from the organization along with a Security Officer will collect their ID and present them with an “Event Guest Pass” that coordinates with the number on the “Event Sign-in Sheet.” Upon conclusion of the event, the guest may get their ID back when they return the “Event Guest Pass.”

The Guest must sign the “Event Sign-in Sheet” located at the Desk Attendant’s security desk.

Public Safety/Desk Attendants will collect their ID and present them with an “Event Guest Pass” that coordinates with the number on the “Event Sign-in Sheet”

Upon conclusion of the event, the guest may get their ID back when they return the “Event Guest Pass”

Marketing Guidelines

Publicizing Events

All organizations can use the Point Park University computer labs to create flyers for an event, meeting or activity. If only a small number of copies needs to be made for the activity they can be printed from the computer lab printers, however, if more than twenty (20) copies are needed of a flyer, poster, etc. the organization must go through the Print Shop and pay with their budget.

Use of University Name

Without written approval, students may not use the name “Point Park University” in any way that may associate it with their enterprises. The use of the University’s name in advertising and on jackets, etc., is not permitted unless official University permission and recognition has been given. Please review the Graphic Standards Guide on the pointpark.edu website for more information.

Posting Policy

All signs, notices, flyers, and posters must be approved by the Office of Student Activities. After approval, your flyers will either be posted by your student organization on the approved bulletin boards or given to the Campus Life staff to be posted in the residence halls. Student Activities does not post flyers for student organizations. Please see the following guidelines for posting flyers on campus.

Flyer Approval and General Guidelines
  1. Individuals wishing to post flyers on campus must bring the flyers to the Office of Student Activities for approval.
  2. All flyers will be approved within forty-eight (48) hours of their submission. Student Activities will then contact the submitter when the flyers are approved and stamped.
  3. You will then receive a list of approved locations to hang up your flyers. Any flyers posted in non approved locations may result in the loss of posting privileges for your student organization.
  4. To fulfill posting within all non-residence halls, twenty-five (25) flyers will be needed.
  5. Approved flyers and posters to be hung in the Residence Halls approved bulletin boards will be posted by Campus Life staff members.
  6. To fulfill posting within all residence halls, forty-five (45) flyers will be needed.
  7. Advertisements should be no larger than 11”x17” unless previously approved by the Office of Student Activities.