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Event Planning and Programming

7 Easy Steps to Social/Event Registration

SUB Special Event

  1. Begin planning your event. (Preferably three weeks in advance. May be more depending on internal and external constituents.)
  2. Pick up an event request form at the Moseley Front Desk or download the form directly from the web:Campus Event Proposal and Registration Form.
  3. Submit completed form to the Moseley Front Desk or if you are the designated student requestor for a student organization, submit the event registration online.
  4. The Moseley Center Staff will confirm your event after all spaces and resources have been assigned and have been approved by the appropriate offices.
  5. You will receive a confirmation email after your event has been confirmed. You are not able to promote your event until you receive event confirmation. Event publicity will not be approved until the registration process is complete.
  6. If necessary, contact Campus Security, ext. 5555, about hiring off-duty police officer(s). Request must be submitted at least five business days in advance.
  7. Prepare a typed alphabetical list of guests (unless it is open university-wide). Submit with your request.

Risk Management Guidelines

Basic Event Information

  • All events have some element of risk. Event planners must work diligently to identify potential risks and minimize those risks.
  • Thorough planning and following established risk management guidelines are the most effective means to reduce risk of harm or litigation.
  • All student organizations and university programs are required to send one representative to attend one event training each semester. The president and/or social chair are recommended.
  • Event proposals are due at least one week prior to the event. Late proposals will not be accepted. All weekend event proposals are due (complete with all signatures) by 5 p.m. on the preceding Friday.

Event Times

  • Events scheduled Sunday - Thursday must be concluded by 11 p.m. (Exception: university-wide events in The Zone)
  • Events for Friday and Saturday must conclude by 2 a.m.
  • Guests should clear the premises within 30 minutes of ending time.
  • Cleanup must begin immediately following an event and must be completed within 2 hours of the event.

Publicity

  • All publicity about events must follow the Elon University Posting Policy found on the Student Handbook Web site.
  • Groups may advertise approved events free in The Pendulum by submitting information to Elon at a Glance. (Deadline for submission is 5 p.m. on the preceding Friday.)
  • Groups may also post the event information on Elon TV by calling extension 5080.
  • Groups may also want to advertise events E-Net! by following posting prompts.

Cleanup

**Immediately following the event:

  • All trash/recyclable items must be picked up and sorted into proper receptacles. This includes trash around the outside of the house in the Loy Center. Trash should be closed in bags or trash containers.
  • All cigarette butts must be picked up.
  • Floors must be swept.
  • Any spilled liquids must be mopped up.
  • All leftover food/beverages must be placed in proper containers and stored.
  • All cleanup procedures must be completed within two hours of the ending time of the event.

Use of University Name and Phoenix Logo

  • The Office of University Relations must approve the use of the university name for any event.
  • The use of the Phoenix logo must be approved by the Office of Athletics.
  • The use of the Elon University logo must be approved by Dean Patterson in Student Development, Moseley 206.

Fundraising

  • The University does not allow any form of raffle or chance drawing. This includes on- or off-campus events.
  • Any solicitation of off-campus businesses or individuals must be approved by Institutional Advancement before you contact the business.
  • Alcohol is not prohibited at fundraising events.
  • Groups who do not follow Risk Management plans, violate party/event regulations or fail to follow cleanup procedures will be referred to the university judicial system for adjudication. Party/event privileges will be suspended pending the outcome of the judicial process.

For additional information regarding the use of alcohol at events or having an event open to off-campus guests, please contact the Director of Campus Center Operations, ext. 7215.