Successful campus events require attention to detail and advance planning. 为了帮助您在活动规划过程中，确保您的活动尽可能顺利地进行, we have created the following resource guides:

• Event Planning Checklist (updated 12/2021)
• Protocol for Hosting Campus Speakers

In addition to these guides, all event planners should review the Freedom of Expression Policy 并了解所有其他校园和部门的政策，可能适用于他们的活动.

Student Events Summit

Student Events Summit 旨在为学生策划人员在项目提案过程中提供更好的沟通和支持. The events summit serves three purposes:

1. Address over-saturation of competing student events during peak dates and times.
2. 确保学生计划人员配备适当的资源，包括后勤细节, equipment rental, staffing and security, AV equipment and technical support, catering and confirmation of legal contracts/riders with vendors, speakers, and performers.
3. 活动峰会委员会是学生策划活动的审批机构, offering formal approval once all of the logistical details are settled, before planners can seek CCSGA funding support.

Options for Student Events Summit Attendance:

1. 欢迎学生在复杂活动的规划过程中尽早参加学生活动峰会, in order to gain advice and guidance from the group. 要预约讨论即将到来的活动，请发电子邮件给Crystal Hurtado (churtado@lunchpenny.com).
   • 世界的味道，NASU祈祷仪式，舞蹈工作坊和Llamapalooza都是很好的例子. 这些活动的学生策划者在活动前几个月开始参加SES会议，以便询问小组哪些日期或空间最适合此类具有复杂需求和特殊要求的大型活动，并确保这些活动符合校园协议和政策(例如COVID-19)。.
2. Most often students are invited by email to come to Student Events Summit after submitting a room reservation request; while the room request process only requires 10 day advance notice, 越早提交房间申请，学生活动峰会和CCSGA就能提供越多的支持.

Composition:

学生活动峰会是每周与提供和执行学生活动服务的主要校园合作伙伴举行的会议. These partners include: 

• Facilities Events Setup: Kris Higginbotham
• AV Setup: Louis Knox
• Campus Safety: Pete Zeitz or Cathy Buckley
• Campus Activities & Student Life: Edwin Hamada and Erica Perry-Tuitel.
• If outdoor events are proposed, Grounds: John Nichols
• If alcohol or catered events are proposed - Catering
• 如果场地要求:罗布森竞技场的贾斯汀广场，基石的谢兰奎因.
• 如果城市许可或政策在发挥作用:科罗拉多斯普林斯警察局校园代表
• If sanitaiton is nededed: Jay Jeanneret, Sodexo 

Structure:

• Student Events Summits are held each Tuesday from 12:30-2 pm in Worner 213
• 活动策划者要么与Crystal Hurtado联系安排约会，要么主动给Crystal发邮件安排约会.
• The organization program coordinator/representative is to remain in waiting area until their event is called on the agenda; while waiting the event rep should complete the pre-Summit Event Planning Checklist.
• Student Org coordinator/representative(s) briefly describes their event (who, what, when, where, why, & 如何)，并有机会提出问题或提出额外的支持请求.
• 批准的考虑是根据学生组织策划人员及其成员的准备水平和进展，包括:
  • Funding: Has adequate funding been secured?
  • Safety & Risk Management: Is the safety plan realistic and appropriate? 这可能涉及学院的专业人员和教职员工保安人员的组合, and the plan must be approved by Campus Safety. Depending the nature of the event, 参与者可能会被要求签署免责声明，而活动策划者则有望成为降低活动风险的合作伙伴.
  • AV: Is AV able to provide the required audiovisual equipment and staff?
  • Event Equipment: Is Facilities able to provide the required tables, chairs, staging, etc? 如果没有，活动策划者是否能够提供额外的资金从外部供应商那里租用物品? Does Facilities have the time and resources to set up during work hours? 如果没有，活动策划者是否能够提供额外的资金来支付加班费?
  • Impact to Campus Space:场地经理是否对场地的潜在影响感到放心? 在该场地的下一次活动之前，场地是否能够得到充分的清洁?
  • Level of Commitment of Student Organization/Planners: 他们是否能够在这个时候跟上活动计划的要求，或者他们已经落后于他们的任务清单?
• In the instance of non-approval, 我们通常为学生提供机会来更改他们所提议的活动的日期或地点.
• 已批准的事件在CC events Management系统中被标记为已确认，以便可以充分跟踪事件并生成服务订单.

Reserving a Room

学生组织有责任在预定活动前至少10天预订场地，这意味着学生必须提出要求 receives a confirmation that the space is available. 学生策划人员在获得活动场地并参加活动并获得学生活动峰会批准之前，不得签订任何合同或协议.

When you reserve a venue, you can also add service orders (support/ equipment from given departments: AV, Events, etc.). 有关如何预订房间和输入服务订单的分步指南，请单击 here. 

Please note that students do not have the authority to sign contracts -授权签订合同的人员为学院官员:校园活动主任, 和/或教职员工顾问(在通过活动峰会确认活动获得批准后). 如果CCSGA的资金全部或部分用于满足合同，则必须提供合同副本以进行预算核对.