Event Planning

The entire event planning process begins with a reservation. Reservations must be submitted by students only.

The earlier you begin the process, the more successful your event. Reserving space triggers the event planning process. Each RSO has an account in the reservation system and student representatives are given the capacity to submit requests for meetings, events, and activities. Meetings for the entire semester can be requested as soon as the forms open on the reservation platform but no less than 7 days from the meeting date.

Deadlines are a necessity. To plan a successful event, RSOs and CSIL depend on support of campus departments. Those departments require time to schedule staff and set up necessary services. Events will not be approved if deadlines are not met.

Students may make room reservations using the online request center on the Facilities Reservations Website.

Submit reservation no less than 6 weeks (42 days) in advance for...

• All on-campus events
• Include as many details as possible
• Brief description of event (including paid business/performer information)
• Catering
• ETS
• Room Setup notes

Submit no less than 1 week (7 days) in advance for...

• Meetings in classrooms
• Informational tables in GSU, Academic Commons, The Square
• When NO services are required (ex. ETS, Catering)

Salisbury University Student Group - Event Planning (Video)

After you have created your facility reservation you will receive an email from the CSIL Operations Graduate Assistant. This email will confirm that we have received your request and provide a Calendly Link to schedule an appointment with your CSIL Point of Contact (POC). Please see CSIL’s checklist below with the different items that you should be prepared to talk about when meeting with your POC. You must meet with your CSIL POC no later than 28 days (4 weeks) before the event date or the reservation will be automatically cancelled. Note, all Funding Requests must also be submitted 28 days (4 weeks) prior to your event.

Student leaders and event planners are required to meet with a CSIL point of contact to review details of events. 

Event Planning Guides

Purchase Request (Using Organization Funds)

1. Must be submitted with all proper documentation and approved by your organization’s advisor at least 2 weeks (14 days) prior to your event/’need by’ date
   
   • Some payment transactions, such as ordering items from Amazon, may require additional time to process
   • Please consider shipping and delivery time
2. Include the following information:
   • Complete details of the event
   • Who we are paying/purchasing from
   • When items are needed
   • What the items will be used for
3. Documents for every cost on the request
   • W-9 and invoice if we are paying a person/company
     • The addresses must match on both forms
     • The invoice must be BILLABLE to: Salisbury University Accounts Payable PO Box 2195 Salisbury, MD 21802-2195
     • The invoice must also include the company payment name and address
   • Catering service order
   • Completed expense report and W-9 for reimbursements
   • Completed donation form and W-9 if making a donation
4. Review
   • The president and advisor must review the request (and change the stage to the next reviewer)
   • Appropriations will review the request and email the submitter to notify that the request has been approved, or to request additional information
   • Once approved, someone from the organization will email Susie West at srwest@salisbury.edu and schedule an appointment to make arrangements/purchases                       

Funding Request (Requesting Funds from Finance Board)

Before you can submit a Funding Request you must schedule a meeting with your CSIL Point of Contact to discuss and finalize event details and ensure that you have all of the necessary documents.

1. A Funding Request must be submitted with all proper documentation (including an invoice, W-9, certificate of insurance and event contract request form, if applicable) and approved by your organization’s advisor at least 4 weeks (28 days) prior to your event date
   
   • Please submit further in advance if the request includes a DJ, Artist, Performer, etc.
2. Attend a Funding Meeting
   • You will be scheduled a time to meet with the Finance Board to discuss your request
   • Someone from your organization, who knows all of the event details, must attend this meeting
   • You should receive the funding decision within two business days of your meeting
3. Schedule an appointment
   • Email Susie West at srwest@salisbury.edu for an appointment to make purchases/arrangements

Funding & Purchasing Information

All events, whether open to the campus community or only to your organization’s members, should be added to your group’s Involved@SU page. When submitting the event on the Involved@SU platform, you can add parameters for who should attend, whether the event is recurring on multiple dates, and much more. Please review the training video below to learn how to add an event on the Involved@SU platform.

Adding an Event to Involved (Video)

Once your event preparation is completed, begin marketing and promoting your event to the campus community! By adding your event to Involved@SU, the event details will begin appearing on the Student Activities Daily Email as it approaches. Then, capitalize on social media marketing, utilize posters and flyers around campus on bulletin boards, and reach larger audiences using other promotional tips in our RSO Marketing Guide below.

Marketing Guides & Resources

Tracking attendance at your meetings and events. Although your organization is open to the SU student population, there are membership requirements outlined in your constitution that make it necessary to track meeting attendance. Tracking attendance at your organization’s events is required. Luckily, attendance tracking at meetings and events is simple.

How to Track Attendance for RSO Events (Video)