The Student Activities Office staff will be happy to assist you in the creation and planning of your event. A variety of resources on films, speakers, performers, novelties and more are available through the Student Activities Office.
Step Two (2): Start Planning
The outline on the following pages can be referred to throughout the planning process. This checklist is meant to be used as a guide, subject to the conditions of the event. If you need suggestions for an event, consult with the Assistant Director of Student Activities.
Advance Planning
Make a rough outline of activities for the entire semester.
Discuss preliminary ideas with your organizational membership and advisor.
Consider the following:
Program purpose and budget.
Special permits, licenses and insurance required.
Venue (campus facilities).
Special Equipment (sound, lighting, staging).
Hospitality requirements (food, lodging).
Security and safety.
Committees/persons in charge.
Step Three (3): Seek Funding to Cover Expenses
The most common source of funding for student organizations is the Student Assembly. Before considering any other options, you should plan to apply to the Student Assembly for funds.
Consult the Funding section of this manual, which includes proper procedure, Student Assembly Funding codes and sample budget forms.
For additional information on funding, please contact the Student Assembly Treasurer or Assistant Director of Student Activities.
Step Four (4): Schedule the Event
Student organizations wishing to sponsor an activity should send an authorized representative to meet with the Assistant Director of Student Activities.
The Assistant Director of Student Activities will then confirm that the student organization has the necessary funds to cover the activity, or has received written co-sponsorship commitments from other groups on campus.
Co-sponsorship commitments need to be confirmed by a program representative of the group and must specify the dollar amounts that they are committing to the project, along with the account number from which those funds are to be transferred.
To select an appropriate date and venue for your event, please visit the Events Calendar at http://www.hamilton.edu/events/scheduling.html. First, check the daily events to see if there are any conflicts with other large campus activities. Next, check the availability of specific venues by using the "Locations" tab. Finally, reserve your venue by clicking an available time block in the facility's grid, or select your date, time and location through the "New Request" link.
Click here to view the Events Calendar
Click here to submit a NEW Request
Login using your My Hamilton Credentials
Submit this Reservation Form to fulfill your space request
The Student Activities Office may deny a date or facility to any group if the program would significantly interfere with previously scheduled activities.
Requests for calendar dates will be approved only if they do not result in two events drawing on the same probable audience in the same time period. Advance planning and early scheduling of events are the best ways to ensure that you get the dates you want.
Anyone scheduling an event on a week night (Sunday through Thursday) must recognize that students cannot be required to attend extracurricular events that conflict with coursework.
Events or programs with alcohol may not be scheduled after the reading period has begun. This is the first day after the last day of classes at the end of each semester.
In all instances, use of College facilities will be denied if the sponsoring organization or individual places restrictions on the audience or participants that conflict with Title IX and the equal opportunity policies of the College.
Special, risk-oriented group events such as bike races, 5-K runs, etc. must first be discussed with the Assistant Director of Student Activities prior to final approval
Partisan Political Events
As a tax-exempt institution, Hamilton College must conform to the provisions of the Internal Revenue Code. Simply stated, these provisions forbid partisan political activity by the College, but allow political activity by members of the campus community. Political groups on campus may use college facilities and funds so long as this is done in an evenhanded manner, not favoring one political party over another. Student organization funds may not be used to financially contribute to a political campaign or other exempt fund or organization, unless these funds are fundraised for that specific purpose. The following is excerpted from a publication by the American Council on Education based on the Internal Revenue Code [Section 501 (c) (3)]: The Internal Revenue Code absolutely proscribes participation in or intervention by an exempt institution in any political campaign on behalf of any candidate for public office.
After appropriate information has been received and the budget reviewed to ensure proper financial backing, the Director or Assistant Director of Student Activities will review any contracts with organization representatives. The Director or Assistant Director of Student Activities are the only individuals authorized to sign a contract on behalf of student organizations. A STUDENT OR ADVISOR MAY NOT, UNDER ANY CIRCUMSTANCES, SIGN A CONTRACT.
If campus services are required (Physical Plant setups, food services, security, etc) the person in charge of the event or the designated proxy will be directed to attend the CACC meeting to finalize arrangements (3:00PM every Tuesday in the Bristol Center's Penny Room).
Organize and establish committees with persons in charge of major activities.
Make publicity arrangements.
Make arrangements for special equipment such as stage, sound, lights, audio visual services, tables, chairs, trash cans, etc. These items can usually be secured at a weekly CACC (Campus Activities Coordinating Committee) meeting or with the event reservation.
Consult with the Assistant Director of Student Activities to determine if any of these items are needed, and then follow up with the appropriate administrative office.
Arrange for security if needed. Student Event Staff is coordinated at the CACC meeting. Requests must be received at least 72 hours in advance of the event.
Complete hospitality arrangements. Requests must be received at least 72 hours in advance of the event.
Confirm set-up and clean-up times and crews.
Two to Three Weeks Prior to the Event
Arrange for payment checks if applicable. A completed W-9 form is required of the organization/person being paid.
You should work in advance with the Assistant Director of Student Activities or a representative from your funding source to ensure payment is submitted in a timely fashion. You need at least two weeks prior to the event in order to have a check ready on the day of your event. If contracts are involved, please see the Assistant Director of Student Activities to ensure payment can be available at the conclusion of your event. Checks are processed once a week; to be ready on Friday afternoon they must be submitted the Friday prior.
Establish work details. Recruit people for all jobs. Encourage volunteer help. Identify by name those people to be paid and request checks for payment.
Step Six (6): Attend a CACC Meeting
The Campus Activities Coordinating Committee (CACC) meets every Tuesday afternoon at 3:00PM during the academic year in the Penney Room, Bristol Center. The purpose of these meetings is to facilitate the planning of events sponsored by student organizations. A representative from the organization is required to meet with CACC at least 72 hours to three weeks prior to a scheduled activity.
Step Seven (7): Accomplish the Program
One Day Before the Event:
Make final check-up on the facility, seating, refreshments, and equipment.
Provide an update to organizational membership and advisor.
Day of the Event:
Ensure that all committee assignments are carried out and details are underway.
Pick up payment checks from the Student Activities Office or from a representative from your funding source. If the event occurs on a weekend, the check must be picked up by 4:00PM on Friday.
Immediately after the Event:
Be sure to clean up.
Be sure to track all your expenses and complete a final expense report for your event. Copies of any invoices related to your event will be placed in your student organization mailbox. If you need to submit receipts for reimbursement, you must submit a reimbursement request and all ORIGINAL receipts to the Student Assembly Treasurer or a representative from your funding source. You will receive copies of any Student Assembly Reimbursement / Payment Envelopes submitted for your event.
Return borrowed or rented equipment.
Send notes of thanks, as desired.
Remove all publicity materials (flyers, posters, banners, etc.).
