Event Planning: Logistics, Space Reservation, Resources

There are many aspects to consider in planning an event. This section will provide the necessary information for the entire planning process including information on the people to contact, the services provided on campus, and the policies and procedures to be followed regarding space reservations, food, security, and other logistics. Student organizations should be familiar with Policies, University Standards and Conduct Expectations.

Planning

Things to consider in planning an event:

Purpose and goals of the event
Possible dates and times for the event
Event’s expected attendance number
Budget for the event
Needs and the respective people/department to contact for those needs

Note: For larger events or events that require assistance, student organizations should contact the Assistant Director of Leadership Development.

Planning Resources

Reserve Space & Submit Program Proposals

Organizations must use Engage to have their event requests reviewed and requested spaces confirmed. The event request on Engage should include as many details as possible for the event’s purpose, activities, goals, logistics, finances, and equipment needs. Try to submit the event request as early as possible to ensure that the space is available, funds are sufficient, and that the event aligns with the University’s mission.

All student organization room reservation requests must be confirmed by University Schedulers before final approval from the Office of Student Engagement. An event approval notice will be sent to the student who submitted the request directly from Engage.

Notes & Important Reminders:

Event requests requiring contracts, outside vendors, and/or outside guests must be submitted 4 weeks in advance in order to meet all required deadlines.
Academic spaces cannot be reserved until after the Add/Drop Deadline, which is generally one week after classes begin. Recurring events such as meetings cannot be reserved in academic spaces for the full academic year but can be reserved for the semester following add/drop.
Athletic facilities are not available for reservation by student organizations. The field house may be used by all students including student organization but may not be reserved for a specific time. Additionally, events running in the fieldhouse must be open to all students. Student organizations looking to host athletic events are encouraged to reserve the Galleon Lawn through Engage.
The University Center must be reserved at least eight business days in advance.

Contact List for Space Reservations
University Center and Bethany Hall	Ghana Hylton Ghana.Hylton@shu.edu Audrey Butts Audrey.Butts@shu.edu
Beck Rooms	Barbara Gould Barbara.Gould@shu.edu
Academic Spaces	Autumn Bucior Autumn.Bucior@shu.edu Annmarie Noll annmarie.noll@shu.edu
Media Services (Beck Rooms and Academic Spaces)	Barbara Gould Barbara.Gould@shu.edu

Event Budgeting

When executing a program or event on campus student organizations should plan to determine the funding available for each event. To do so, student organizations should first examine their budget and see what if any additional funding may be available through SGA or co-sponsorships with other student organizations and/or departments on campus. Click here to find out more about financial procedures and resources.

Performers, Speaker and Outside Vendors

A Seton Hall University contract is required to be used anytime an outside performer, speaker, or vendor is coming to campus. This includes, but is not limited to, DJ’s, speakers, musicians, etc. Student leaders must fill out the Contract Request Form 4 weeks before the event. The request will be reviewed and vetted by an administrator in the Department of Student Life who will then e-mail a completed contract & W-9 to the student leader to be signed by the performer. This signed contract along with the performer’s completed W-9 Form must be returned to the administrator. Please note: no advanced payments or deposits shall be made prior to the event.

Food Orders (GDS, Outside Vendors) and Catering

Organizations looking to get catered food for events must place orders with Gourmet Dining Services (GDS), the exclusive caterer for Seton Hall University. All student organization GDS purchases are made through the Department of Student Life. Organizations must reach out to Laurie Reid (Laurie.Reid@shu.edu) to make all food and catering purchases. The GDS menu can be found here.

Items purchased off the student menu that do not require additional warming (I.e., Sternos) at the event can be placed at least three business days in advance.
Items purchased not on the student menu and menu items that require additional warming at the event can be placed at least ten business days in advance. Please note: students planning an event with Sternos must be trained by Barry Eck (Barry.Eck@shu.edu).

Items purchased off the student menu must be picked up and returned to GDS by the student. If there are any issues with orders, please contact GDS immediately.

Organizations looking to place food orders from outside vendors must request a waiver from GDS at least 10 days before the event date. The waiver may be approved only if GDS cannot provide the requested order of food (i.e. type of food). No credit card payment or reimbursements will be authorized to outside vendors without an approved GDS Waiver form. Organizations assume responsibility to ensure that all food, trash, and other items brought into the room be removed from the building and discarded in a dumpster appropriately.

Public Safety and Security

The following events using University spaces and rooms must meet with Public Safety (security.request@shu.edu; 973-761-9328) and submit the Security Request Form at least 4 weeks prior to the event:

Events with hot food using Sternos
Events with amplified sound (DJ/Performers)
Large events with 50 or more guests
Events with outside guests
Special events or performances

We encourage student organizations to complete the Security Request Form at the same time as their event submission to allow for approval. Events and programs are not fully approved until all required forms from Public Safety & Security are filled out and approved. Failure to submit this request will result in cancellation of the event. There may be a cost associated if additional officers or police need to be scheduled. Please make sure you understand the cost and include it in a budget for the event.

The decision to assign public safety officers, police, or fire personnel to student events is determined by administrative officials in conjunction with Public Safety. The required amount of police or safety officers may vary due to the anticipated crowd and/or nature of the event. Generally, this decision will be made in advance of the scheduled date of event.

Off-Campus Events (Conferences, Field Trips), Chaperone Forms, Waiver Forms

All student organization off-campus events must be approved in advance. Organizations can submit event details for approval using the event submission process in Engage. Events requiring travel or advance use of university funds should be submitted 6 weeks in advance all other off campus travel should be submitted no later than 3 weeks in advance.

Once approved the organization can proceed to finalizing the event details.

Finalize finances and make sure all money is present in organization’s account
Work with an administrator in Leadership Development to make any reservations or purchases.
Event Chaperone form filled out by full time faculty, admin or staff member.
Waiver forms filled out by all student attendees.

Technology and Equipment Needs

Media Services of the Teaching Learning Technology Center (TLTC) provides and supports all technology and equipment needs for events being held in academic spaces and other on-campus spaces except for the University Center and Department labs. Support is limited to hours of operations but needs beyond the normal hours may be contracted and dependent on technician availability. Resources such as Audio/Visual Support and individual requests such as projectors, microphones, and media players can be found here.

Requests for technology and media services must include:

"Day of Event" contact name, phone number, and email address
The organization's advisor who is a part of the event
Times: setup time, actual event, end time, breakdown times