Event Planning

While planning events at COD, there are three things you MUST remember…

1. EVENTS TAKE TIME! They cannot be planned in one week.
2. ALL paperwork needs to completed and approved FIVE weeks before event.
3. All reimbursements for event are due 30 days from date on receipt.

Timelines

• 8 weeks in advance: Begin planning event!
• 5 weeks in advance: All Paperwork due to Student Activities!
• 4 weeks in advance: Begin advertising/tickets sales if event has been approved!

General Event Guidelines

The role of Student Activities staff is to help you make your event the best it can be by serving as a bridge to other college departments affected by club events, and to assist the advisor in assuring that college policies and procedures are followed.

Following the steps listed below and submitting all necessary information within the listed time frames will be important in the success of your event.

1. DEVELOP your great idea. Investigate the idea to see if it’s feasible and affordable. Talk to members of your club, run it by your advisor.

2. REPORT your findings at the next club meeting. Be prepared to discuss the details and to answer all questions from club members and advisor(s).

How many members will work on this event?
Who is our target audience and how many will attend?
Can we afford it?
Is the advisor available to attend?
Do we have enough time to plan this successfully?

3. MAKE AN APPOINTMENT with your Student Activities liaison to go over the details of the event to make sure all college policies and procedures are followed.

4. ALL DEADLINES must be met or you risk cancellation of your program.

General Guidelines for Ticket Sales

• Tickets should be used for any event that has an admission charge.

• You may use roll tickets or create your own.

• Tickets may be sold in advance or at the door.

• Tickets may be sold by Student Activities staff at our front desk for charge of $0.25 per ticket.

• If you choose to create your own tickets, be sure to include the name of sponsoring club(s), as well as "College of DuPage" and the following info:

Name of the event
Date, place, starting time and price
"Admit One Person" or "Admit One Couple"
A statement of refunds and exchange policy (ex: "No refunds or exchanges")

Tickets should be torn in half as participants enter the event. The ticket holder gets one half while the other half goes in a collection container. At the end of the event the collected stubs should be use to reconcile the money collected from ticket sales.

General Guidelines for Contracts

• A contract must be used when using non-college performers or services such as bands, DJs, speakers, rented equipment, rented films or off-campus facilities.

• The only exception to using a contract is if all of the following conditions are met:

The service is being provided for free
No equipment is being used
No admission is being charged for the event

• In this limited case, a contract is not required. But it is highly recommended that a letter of agreement confirming the logistics of the event be used.

• Only the vice president of Administrative Affairs can sign contracts for the college. Club members, club advisors and Student Activities staff may not sign contracts. If you sign a contract, College of DuPage cannot guarantee legal protection to you in the event of a legal judgment made in accordance with the contract.

• We always process two identical contracts for each performer/company. One will eventually remain with the club for their records and the other will be kept by the performer/company for their records.

• Some performers or companies prefer to use their own contract. That is acceptable as long as it contains all necessary information and a College of DuPage Contract Rider is used as well. Contract Riders are available in the Student Activities office. Also request two copies of the contract from the performer/company.

• Contracts are written agreements between parties, therefore all contracts and contract clauses are negotiable. You never have to accept an entire contract the way it is sent to you. If you have questions about a contract, talk to your liaison.

• The college does not pay any type of deposits. If your performer/company requests that a deposit be paid in advance, inform them that it is not possible.

• A copy of the fully signed contract is needed at least three (3) weeks in advance to process a requisition for payment for the performer/company.