Event

Planning 101
Reservations and
Planning Events on
Campus - 2019 Edition
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What we will be ○ The Reservation Process

going over..
○ Planning a Successful Event

○ Helpful Resources

○ Q&A
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Reservations:
A Quick How To
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○ Look at the campus calendar, athletics schedule
and the Center for the Arts calendar!
Before you ○ Consider what else is taking place on campus
Make a (i.e. concerts, theatre productions, Chapel
Reservation events, Greek Life events and so on) and decide
if that date is over programmed or not.

CAMPUS CALENDAR: calendar.valpo.edu (Click locations at the top of the screen then select the
date and location of the space you are interested in reserving to see if it is available.)

ATHLETICS CALENDAR: valpoathletics.com/schedules/

CENTER OF THE ARTS CALENDAR: valpo.edu/vuca/events

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Be sure to have already determined the following
details prior to making your reservation:

○ Number of people you expect to attend the event

○ Room set-up (tables, chairs, etc)
○ Audio/Visual equipment needed (microphone, sound,
internet, screens and projectors)
○ Food/Refreshment details (Dining Services to provide food,
signing a waiver for donated food or no food being served)
○ Other requests (signage, moving soft seating, lighting)
 Reservations for MOST Spaces
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○ The Harre Union Staff reserve most spaces through our

reservation software called EMS. (Event Management
Software)

○ Student Organization have one general login to EMS for

their Senate approved organization. The login can be
shared with whomever the organization deems
appropriate.

○ Online
○ https://www.valpo.edu/union/reservations/
● Please give us 48 hours to respond to your request! We process a lot of
reservations!
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Anna Wardlow
Event Manager
Harre Union
Administration
Office ○ Oversees the reservation system
○ Supervises the student staff that help process
and approved reservations for campus events
and meetings
○ Can help with reservation questions
○ Is new to the role, but not the University or
Harre Union
○ email: Anna.Wardlow@valpo.edu
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Online
Reservations:
From the Union’s
Website
 ..
Check this thoroughly.
Questions about
the reservation
process?
Event Planning:
A Brief
Overview
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Event Planning ○ Set goals and expectations

Outline: ○ Plan the details
○ Publicize the event
○ Add the finishing touches
○ Evaluate the experience
 Event Planning Tips
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1. Have a Plan: The best place to start when trying to pull together an event is to
have a plan. Work through all the aspects you need for the event – the type of
venue (inside, outside, ballroom, etc.), whether you need catering, entertainment,
and what theme you may want to use for the event. Set your goals and understand
the expectation you are setting for yourself and team given the timeline and
budget available.

2. Determine the Budget and Stick To It!: Look at what you allocated for this
event. Begin to price out the different aspects of the event (food, supplies, fees,
etc.) It can be easy to get off budget by adding things you don’t need or can’t
afford. You should be tracking every expenditure and keeping in mind what you
have to spend. Sure, that extra fancy widget might be awesome… but is it going to
prevent you from getting everything you need.
 Event Planning Tips
22

3. Plan Your Timeline: Deadlines will help keep you on task and give you more
breathing room down the line room if things do go wrong.

4. Get People’s Attention: No one will attend the event if they don’t know about it!
Get the word out! Word of mouth and personal invites is ALWAYs the best way but
social media and printed items can work too as long as you are creative and don’t
rely on just one form of advertisement!

5. Don’t Panic: No matter how much time you spend planning your social function
and obsessively reviewing every last detail, something is could go wrong. It could
be something as small as forgetting pens for an event sign-in sheet or as big as a
torrential rain soaking your outside event.
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Communication Organization
○ Be sure that your org ○ Have a plan of what
The Day of the members know when is going where, who
Event and where to be, what is doing what (set-up,
to bring, what to wear clean-up, give-a-
or not wear. ways, etc)
○ Remember to update ○ Have all supplies
social media as a organized and ready
reminder to the to be taken to event
audience you are trying location for a
to reach that the event smooth, quick set-up
is still happening
Additional
Things to
Consider:
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The below entities on campus have equipment for
rental. Some rentals may include a charge.
○ University Programming Council: Fill out the
rental form and someone from UPC will be in
Campus Rental touch.
– Sound Equipment - also have the option to
have production chair run sound at event for a
charge
– Lawn Games
– Carnival food machines (popcorn, cotton
candy, etc.)
○ Union Games Room: All rentals include
deposit and charge. Visit their site for more
information on what the games area has to
offer.
 Order online at https://valpocatering.catertrax.com/. 28

For all events Parkhurst/Dining Services requires a guaranteed

guest count five business days prior to your event

Catering and Events made less than three business days before the event will
have a 15% service surcharge added to the final bill or a $30.00
Dining minimum charge.

Cancellations made less than four business days prior to the event
are subject to 50% of the estimated total bill.

Food service events scheduled within a University Building must be

catered by Dining Services unless prior approval is made with
catering.

A full menu can be found here - if there are things not on this menu
you can sometimes work with the chef to create a speciality item
 Please fill out this form to request a road closure for an event
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on Valparaiso University’s campus.

Please note that all walk/run events should be tied to an

awareness-raising issue and if a registration fee is required
Closing Roads - there should be a fundraising element.
Hosting a
Run/Walk Below are all the necessary steps to get a walk/run event
approved on-campus.
Step 1: Fill out the Run/Walk request form (you will need to
email a map of the route to Ryan.Bye@valpo.edu)
Step 2: Meet with or receive confirmation from the Assistant
Director of Student Activities
Step 3: Meet with the Assistant Chief of Police (Valparaiso
University Police Department)
Step 4: Fill out Request for Fund Raising Project with Dean of
Students Office (print & turn in)
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Outside Vendors & Contracts

All contracts and agreements with outside vendors must be reviewed through the
university contract review process. Please note that only the Senior Vice President for
Finance and Administration, the Provost, and the President have the Board-authorized
authority to sign and enter into contracts on behalf of the University. This means you
cannot sign a contract on behalf of the university. You must work with your advisor
and the Director of the Union to get your contract approved & sign.

As a student organization contracts along with encumbrance requests must be submitted

to Student Senate as well.

Please visit the Contract Execution Policy as outlined by the university’s General
Counsel Office.
 Payments: 31

Checks: Checks can be written either on a reimbursement basis or before the event. If a
check is needed to reimburse a member of your organization for approved purchases,
indicate the check be made payable to that individual and attach the original purchase
receipt. Remember, sales tax cannot be reimbursed and will be deducted from the total
amount if tax has been included in the request. If the organization needs the check before
the event, an official invoice (pre-purchase receipt) must be received from the business for
the amount of the purchase. A check can also be written directly to a visiting performer as
long as a signed contract is attached to the encumbrance form.

Purchase Order (PO): A purchase order is useful when an invoice cannot be obtained
from a business. A University purchase order authorizes a purchase by the indicated
organization up to an estimated dollar amount. Please indicate your purchase estimate in
the “amount” blank on the encumbrance form. The business will then bill the University for
the exact amount. Also, since the purchase order is generated in the University Finance
Office, no tax exemption forms are needed. Many Valparaiso area businesses accept
purchase orders from Valpo, but if you are hesitant please contact the Senate Treasurer.
Please note that Wal-Mart no longer accepts University purchase orders.
As a Senate Recognized organization you will need to submit an encumbrance request to the Senate
Treasurer within any semester deadlines to ensure payment is complete.
Traveling
All university travel policies,
forms, and application can be
found here.
Other Resources that can help:
Student Activities Guide
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Things to consider: Co-sponsorship

○Are there other student organizations or campus departments that could help with your
event? (similar goals or interests, help with funding, borrow supplies or equipment)

○Co-sponsoring events is a great way to use your organization’s funding wisely, to gain
interest and participation from other groups on campus and to create bigger events
without spreading your organization too thin!

○If you decide to co-sponsor:

○Meet with the other organization regularly so that everyone stays on the same
page about the event
○Write out responsibilities! Be clear with who is responsible for what! That includes
budget, supplies, marketing and working the event.
When planning events on campus it is important to be
familiar with campus rules, policies and procedures. This
guide is meant to be a resource for all student organizations,
their leaders and advisors to use to ensure the success of
their organization and their events.

This resource is updated and organized by the Harre Union

and Student Activities staff. If you have questions about any
of the details, policies or procedures listed within this guide,
please contact the Assistant Director of Student Activities,
Ryan Bye or ryan.bye@valpo.edu 219.464.5007
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Need Tickets for your event?
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○Types of Publicity:
○Posters
Marketing ○Display cases*
Matters! ○TV displays*
○Table Tents*
○Social Media (Facebook, Twitter, YouTube,
etc)
○Sidewalk Chalk
○Coffee Sleeves
○WORD OF MOUTH

* Reserve through Union Admin

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REMEMBER
No matter how cool your
event is, if no one know
about it, no one attends!
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Thanks!
Any questions?
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Jessica Wilson
Assistant Director,
Operations
Ryan Bye 219.464.5150
Contact us
Anytime! Assistant Director, Harre Union Admin Office
Student Activities
219.464.6710 jessica.wilson2@valpo.edu
Student
Anna Wardlow
Organization Suite,
Event Manager
233
219.464.5007
Ryan.Bye@valpo.ed
Harre Union Admin Office
u
anna.wardlow@valpo.edu