From: Office of Student Engagement
Date: August 28, 2023
Subject: Student Organization Event Planning - Policy Updated


 
In the fall of 2022, the Office of Student Leadership and Involvement implemented a new policy for student organizations planning events called the Complex Event Advising Policy.

After careful review, OSLI is updating this policy, which is now known as the Student Organization Special Event Advising Policy.
Policy Statement:

  1. All student organizations will comply with the Student Organization Event Planning Resource.

  2. Student organizations are required to execute events according to the policies and procedures of the venue in which it is being held.

  3. Student organizations are responsible for following all SSI policies and procedures.

  4. Student Organizations need to meet with Public Safety for any event that would be considered a special event at least two weeks prior to the event.

  5. All student organizations hosting an event defined as a “special event” in the Student Organization Event Planning Resource must:

    1. submit a “Special Event Intake Form” at least four weeks in advance.

    2. meet with a Leadership Consultant from the Office of Student Leadership and Involvement, which is scheduled following the special event intake form submission.

  6. If at such a time the student organization does not comply with a deadline or requirement of the process, the event will be cancelled.

  7. Any student organization found hosting a special event without adhering to the Special Event Advising Policy will be charged with Failure to Comply through the University Student Code of Conduct.

Definitions:
Special Events are defined as any event held on campus, that includes one or more of the following:

  1. Event needs a work order for custodial, moving services, or electrician.

  2. Event requires Public Safety presence – which is necessary when the following are a part of the event: non WCU students will be present, Admission fee collected in cash, size of crowd is 100-500 attendees, events that end after midnight, events advertised off campus, nature of entertainment (e.g., DJ, band, performer).

  3. Event requires a contract with SSI.

  4. Those that utilize the SRC Event Rental Request Form

Event Planning Resources:

  • The Office of Student Leadership and Involvement website has resources for student organizations to utilize in planning events.

  • Leadership Consultants (LCs) will be available to assist you in planning your events.  You will receive an email to schedule a meeting with this Leadership Consultant within 48 hours after completing the Special Event Intake Form.

    • If the event is particularly complicated, the organization will be assigned a professional staff member from the OSLI.

If you have any questions about the policy, please contact involvement@wcupa.edu 


We will review this policy and process in detail at the September 5th Council of Organizations Meeting (please RSVP here to register for that meeting).