Event Management & Planning

Event Planning Checklist - Quickguide

Want to plan a campus event? This is a great place to start!

Check out the following steps to plan your campus event! This checklist will have links to reserve room locations, register your event, market your event, review policies and guidelines and submit your evaluation. If you have any additional questions beyond the following list, please reach out to Jason Rigsbee, Associate Dean of Students for Student Experience, rigsbej@westminster.edu.

  1. Campus Event Registration Form - All Student Organization-Sponsored events must be registered.
  2.  Choose a location!
  3.  PR Your Event!
    • Marketing Request Form (Westminster Weekly, Digital Signage, Event Calendar)
    • Print Flyers
    • Make a Tub Banner - stop into the Office of Student Affairs during business hours to request a tub banner kit.
  4. Prep your Event!
  5. Complete a Campus Event Evaluation Form

Event Management & Publicity Documents

Handouts list view Handouts card view

Reservations

Title Description File type
MCC Event Management Guide
.pdf

Publicizing Guidelines

Please remember to remove signs and tape when event is over.
Title Description File type
Advertising Guide
.pdf

Scheduling Facilities and Events

Any on-campus person or organization, including students, faculty, staff or their departments, or organizations wishing to schedule an event in a college facility, should check with the appropriate person in charge of the facility.  


There is no charge if a recognized campus organization wishes to reserve use of College facilities for an event provided that no admission fee or donation request is involved. Exceptions to this policy are use of the McKelvey Club Room, Natatorium and additional services of Physical Plant personnel beyond those normally provided. Recognized College organizations will be charged by the hour for use of the Natatorium, including lifeguards, and there will be a minimum charge. An hourly rate for Physical Plant personnel will be charged. Charges for use of the Club Room are determined based on the type of meeting or event being hosted.

Given the special heritage of Westminster College and its continuing affirmation of the relevance of this tradition to its life and work, the College will avoid scheduling any meetings during Chapel on Monday and Friday. The College will also seek to avoid any scheduling of events during the times reserved for Catholic Mass on Saturday evenings and Vespers on Sunday evenings. 

A very detailed resource for room reservations can be found in the handouts section titled MCC Event Management Guide.

Off-campus groups or individuals who wish to reserve campus facilities must do so by contacting the Business Manager, Janet Smith, 207 Old Main.

Regarding THE ROCK (by Lake Brittain)

Only the rock may be painted, not the tree or the bench in the surrounding area.

Publicizing Campus Events

Any person or recognized organization wishing to publicize a campus activity or event may utilize the sources listed below. It is campus policy that no posters, signs, or fliers may be posted on doors, walls, painted surfaces, windows, or trees.

Chalking may be used outside in areas where normal rainfall will wash it away (at least ten feet away from the entryway since chalk particles can be carried into the building on shoes). If chalking occurs elsewhere, the person or organization responsible will be held accountable for cleanup.

No publicity may be placed on the Art Gallery entrance glass area. Publicity and notices may be posted on bulletin boards only. Bulletin boards are found in Hoyt Science Resources Center, McGill Library, residence halls, Old Main, and McKelvey Campus Center. Locked bulletin board cases must be reserved through the appropriate office or department.

General Guidelines

  • Please be considerate of others. Do not place your signs on top of other signs!
  • If you want your sign to remain up, check with the appropriate department before posting your signs on bulletin boards.
  • When your event is over, please remove signs.
  • Think of new ideas: table tents, mobiles., different sizes for signs will attract. attention to them.
  • If you have professional signs, try cutting them into pieces before putting them up; people will be more inclined to leave your publicity. alone.
  • Do not place signs on painted surfaces. or wooden surfaces. When tape is removed, paint and/or wood will come off with tape strips.
  • Signs are not permitted on any glass doors. They pose a fire hazard and therefore are prohibited, and will be removed.
  • Chalk may be used only on areas where normal rainfall will wash it away. If rain does not wash surface, you will be responsible for cleanup immediately after the event. Also, be aware that chalking immediately in front of doors tracks the dust in to the buildings. Please avoid chalking in this area.