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Student Organization Event Information

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What You Need to Know to Make Your  Event SUCCESSFUL

1. Location:
     To reserve the student center, click here
     To reserve VanHouten, click here
     To reserve McComb, Zafiovski Sports Arena or the Recreation Fields, click here
     To reserve Cole Auditorium, click here
     To reserve all other space on campus, click here

2. Is food being served:
      If yes, you must use catering services for all food. You can peruse their menu here

3. Is this a fundraiser? If yes:
      complete this form: Fundraising Request for Approval Form

4. Times of Operation:
      Be sure to know the hours of operation of the building you select. If you go past normal hours of operation, you may be charged a fee to keep the building open late or you may need to call Campus Police to unlock the building. You must be present with a copy of your complete reservation form when the police arrive to enter the building.

5. Speakers, Large or Special Events or Other Performers:
      The approval for performers, galas, formals, banquets, retreats, step shows, fashion shows, special screenings of movie, concerts or speakers must be done through an SGA contract. Even if there is no payment, we are required to complete the contract to ensure proper liability coverage for the event. For a copy of the contract, click here.

       Many of these performances will require additional services or resources to ensure the safety for all involved. For special events, please contact Ms. Beth Zewe or Ms. Shellie Barbich to begin the appropriate processes. You may encounter charges for the following: police coverage, housekeeping, electrician or student staff coverage.

6. After Hours Events:
       All events going past the hours of normal operation must be approved through the Campus Life Office. Please bring your event registration form to the Office of Campus Life, Pogue Student Center, room 214, for the appropriate signatures before completing your forms. Additional services or charges may apply for event security or housekeeping. An advisor MUST be present for the duration of these events.

7. All my paperwork is in, now what?
       Once your request has been processed, you may receive a call regarding requests for additional information. Events of a large scale will require additional services. Please make your appointment promptly with the building manager. Additional items that may be requested may include but are not limited to:
               Police coverage *
               Electrician on site *
               Housekeepers on site *
               Additional student staff coverage *
               Advisor must be present for the duration of the activity
* indicates an additional charge may apply.

       Upon receiving your confirmation, your event has been approved and is ready to go. If your event is occuring on weekends or after normal business hours, please take a copy of your signed confirmation to the campus police to gain entrance to the facility. You may not be admitted without this form. Hopefully these steps will help make your event run smooth and be successful.

Other helpful hints:

Advertising:
     ETV: edinborotv@gmail.com or (814) 732-2767
     The Spectator: edinboro.spectator@gmail.com or (814) 732-2266
     WFSE: mgilreath@edinboro.edu or (814) 732-1274
     SGA: michaelrobel16@hotmail.com or (814) 732-1476
     Weekly Messenger (and EUP Official Facebook Site): on-line form

Funds:
     All SGA/University recognized student clubs and organizations are able to request additional funds from SGA. Stop in the SGA budget office located on the 2nd floor of the Frank G. Pogue Student Center to pick up the form.

Assessment::
     All organizations are encouraged to assess each program. This is more than counting your numbers at the door. For ideas on how to properly assess your program, contact Shellie Barbich for a meeting.