Student Event Planning Guide

Please follow the steps below to plan in-person events at Queen Lane. Planning ahead is key! We recommend planning your event 2-3 weeks in advance for smaller events and 4-5 weeks in advance for larger events:

1. Event Request Form

Due to COVID, all student organization events occurring must be approved by SGA and Student Affairs. Please submit a request here. This form will be reviewed during normal business hours.

Queen Lane Outdoor Reservations: Please email Dennis Kane (dpk45@drexel.edu) to reserve any outdoor space on campus.

2. Queen Lane & West Reading Room Reservations

After your group receives approval for your event, it is your group’s responsibility to reserve space on campus. Student leaders of all SGA-recognized organizations will receive access to Drexel’s AAIS Room Reservation system. The room reservations are managed by Drexel’s Registrar’s Office. Please email ccrooms@drexel.edu to request access.

Room reservations are required for all on-campus events. Students may only use this system to reserve spaces for student organization events. Misuse of AAIS will result in students losing the privilege of having access to this system.

Please check that you are using the correct event request form to reserve a room on the correct campus (QL vs. Center City vs. University City vs. West Reading). Using an incorrect form will cause delays in confirming the request. Standard processing time for a room confirmation is within 24-48 hours. Please submit the request at least 10 days in advance if you require special needs such as A/V assistance, room or video conferencing, or catering.

For assistance with AAIS Schedule, please contact Coleen Wybranski, the Associate Registrar at ccrooms@drexel.edu

Queen Lane Outdoor Reservations: Outdoor spaces are not reservable through AAIS. If you need to reserve an outdoor space (Front Lawn, Back Lawn), please email Dennis Kane (dpk45@drexel.edu) to reserve any outdoor space on campus. Please also email Public Safety Officer Natali English (Natali.King@aus.com) and Officer Morgan Meehan (mam682@drexel.edu) to let them know you’ll be hosting an outdoor event on campus.

TIPS:

  • Check the chart below for a list of all available spaces and capacity!
  • Add approximately 1-1.5 hours before and after your event for setup and cleanup. For example, if the SAC Hall needs to be set a certain way, you are required to reserve at least 1 hour of time for Facilities both before and after your event.

West Reading Reservations:

  • AAIS should be used for the following spaces at West Reading:
    • Lecture Room 160
    • Lecture Room 150
    • Lecture Room 315
    • Small Group Rooms on 3rd Floor

Any reservations that are not on the AAIS can be booked through Outlook, conference rooms and student meeting space: 

  • WR Admissions Conference Room 370 (20) – approver for this room is Orcel Kounga or Maria Hernandez
  • WR Student Affairs Conference Room 375 (16) – approver for this room is Orcel Kounga or Maria Hernandez
  • WR Movement Studio 339  – automatic approval on outlook based on calendar availability 
  • Diversity Lounge Room 320 (12) – automatic approval based on calendar availability 
  • WR Study Rooms 212-228 – automatic approval based on calendar availability 
  • WR Large Group Room 230 – 238 – automatic approval based on calendar availability 

Faculty conference rooms and Dean Boardrooms through outlook are not available to students. 

Reading Outdoor & Public Spaces: The spaces below are not reservable through AAIS, nor through outlook. If you need to reserve any of the following spaces, you must email Orcel Kounga (orcel@drexel.edu) and Corinne Amato (cja95@drexel.edu) at least 14 days prior to your event for event smaller than 50 people. For event larger than 50 people in those spaces, at least 21 days prior to your event. 

Outdoor spaces include: 

  • Front/Side Patio
  • Back Patio
  • Outdoor Terrace

Public Spaces include: 

  • WR 1st Floor Atrium 
  • WR 2nd Floor Lobby
  • WR 3rd Floor Lobby 

3. Submit Facilities & AV Requests

It is each student group’s responsibility to coordinate their own Facilities and AV needs. Please note, Facilities and AV staff are only available during normal business hours (Monday-Friday, 8:30am-5:00pm). If your event is occurring outside of those hours, your group may be charged an fee for Facilities assistance. For AV support after business hours, you will be responsible for attending training to learn how to set up AV for your event. We recommend coordinating AV and Facilities details ASAP, but no less than 10 business days before your event.

Facilities:

Queen Lane— Email your facilities setup needs (table/chair setup, extra trash cans, etc.) to both Dennis Kane (dpk45@drexel.edu) and Craig Hawkins (chawkins@arthurjacksonco.com) no less than 10 business days prior to your event.

West Reading— Email your facilities setup needs (table/chair setup, extra trash cans, etc.) to both Orcel Kounga (owk23@drexel.edu) and David Wolfskill (david.wolfskill@towerhealth.org) no less than 10 business days prior to your event. For emergencies during an event, they should call “The 8s” at 484.628.8888 (6am through 10pm) OR security front desk on the first floor. 

AV:

Queen Lane: Email your AV setup needs (projector, videoconferencing between campuses, microphones etc.) to Lori O’Connell (lo25@drexel.edu) no less than 10 business days prior to your event. More information on how to connect to AV around the Queen Lane campus can be found here.

West Reading: Email your AV setup needs (projector, videoconferencing between campuses, microphones etc.) to Matt Hilferty (mjh79@drexel.edu) no less than 10 business days prior to your event. More information on how to connect to AV around the Queen Lane campus can be found here.

4. SGA Calendar

After your room is reserved, add your event to the SGA calendar. All student events are required to be added to the SGA calendar

5. Send an RSVP!

Send a save the date and RSVP to the class listservs! Student organizations are permitted to email on the Class Listserv once a semester. Events can also be advertised via email to your group roster. Email is the official means of communication at our institution–please do not use GroupMe or Facebook as your primary means of communication.

We recommend using a Microsoft Form or Eventbrite to collect your RSVPs. We also recommend adding this statement to your RSVP: “Please do not RSVP if you are unsure you can attend this meeting. By RSVPing, you are committing to attend this event. There are a great deal of resources, time, and money invested in planning student meetings and events. Not showing up without updating your RSVP is unprofessional and discourteous to those who plan the events and to the speakers. If your plans change, please update your response at least 24 hours prior to the function.

To advertise your event, use a site like Canva to make the invitation stand out!

6. Add your event to the monitors

Complete this form to have your event details added to the monitors around campus. Please submit your file as a PPT.

7. Place your orders

Place any orders for supplies or takeaway food with the Class Treasurers. Please plan to do this 5-10 business days before your event. More information can be found under Funding & Reimbursements.

8. Send a confirmation email to all attendees

Email all attendees with any details they will need to know prior to your event. Remind attendees that they are required to wear their mask at the event.

Post Event Responsibilities

You did it! We’re sure your event was fantastic. Here are your last responsibilities related to your event:

  1. Clean up! Please leave the space as nice as you found it. Clean up garbage, move tables/chairs back to where you found them.
  2. Make sure to send a thank you note to any guest speakers who may have volunteered their time.
  3. Within 36 hours after your event, submit a list of students who attended your event. This is used to document funds spent as well as student involvement in clubs and organizations. Access the form HERE.
  4. Submit any event photos here to be used by the Yearbook Editors and/or Drexel Communications.

Queen Lane Space & Capacity

RoomTypeLocationCapacityNotes
SAC AEvent Space/Lecture HallFirst floor100Good for events–movable tables/chairs
Contact Facilities in advance for setup
Students cannot move the divider wall themselves!
SAC BEvent Space/Lecture HallFirst floor100Good for events–movable tables/chairs
Contact Facilities in advance for setup
Students cannot move the divider wall themselves!
SAC HallEvent Space/Lecture HallFirst floor250Must reserve BOTH SAC A and B
Auditorium AEvent Space/Lecture HallFirst floor172Good for videoconferencing, lecture style events
Auditorium AEvent Space/Lecture HallFirst floor172Good for videoconferencing, lecture style events
CafeteriaEvent SpaceFirst floor100
Suite 104 (Student Lounge)Event Space/ClassroomFirst floor100Email Caitlin Curcio to reserve
Lower SACEvent SpaceGround floor200Good for events– contact Facilities in advance for setup needs!
G23GEvent Space/ClassroomGround floor48Good for events–moveable tables/chairs
AtriumLobbyFirst floor30Great for quick pickup events
LobbyLobbyFirst floor30Great for pickup events
PatioOutdoor SpaceGround floor/outdoors100
Front LawnOutdoor SpaceOutdoorsEmail Dennis Kane to reserve
Back LawnOutdoor SpaceOutdoorsEmail Dennis Kane to reserve
Back Lawn- TentOutdoor SpaceOutdoors50Email Caitlin Curcio to reserve
A-1ClassroomSecond floor45Classroom style seating with rows
A-2Conference RoomSecond floor30Board room table
Good for videoconferencing
A-3Seminar RoomSecond floor15
A-4Seminar RoomSecond floor15
A-5Seminar RoomSecond floor15
A-6Seminar RoomSecond floor15
A-7Seminar RoomSecond floor34
A-8Seminar RoomSecond floor34
A-9Seminar RoomSecond floor20
A-10Seminar RoomSecond floor20
A-11Seminar RoomSecond floor15
A-12Seminar RoomSecond floor15
C-1Seminar RoomSecond floor15
C-2Seminar RoomSecond floor15
C-3Seminar RoomSecond floor15
C-4Seminar RoomSecond floor15
C-5Seminar RoomSecond floor15
C-6Seminar RoomSecond floor15
C-7Seminar RoomSecond floor15
C-8Seminar RoomSecond floor15
C-9ClassroomSecond floor50
CEACClassroomSecond floor100
Lab A-ALaboratory- TeachingGround floor40No food, drink, or messy events (i.e. crafting)
Lab A-BLaboratory- TeachingGround floor40No food, drink, or messy events (i.e. crafting)
Lab A-CLaboratory- TeachingGround floor60No food, drink, or messy events (i.e. crafting)
Lab BLaboratory- TeachingGround floor200No food, drink, or messy events (i.e. crafting)
Lab B-ALaboratory- TeachingGround floor35No food, drink, or messy events (i.e. crafting)
Lab B-BLaboratory- TeachingGround floor35No food, drink, or messy events (i.e. crafting)
Lab B-CLaboratory- TeachingGround floor35No food, drink, or messy events (i.e. crafting)
Lab B-DLaboratory- TeachingGround floor35No food, drink, or messy events (i.e. crafting)
Lab B-ELaboratory- TeachingGround floor35No food, drink, or messy events (i.e. crafting)
Lab B-FLaboratory- TeachingGround floor30No food, drink, or messy events (i.e. crafting)
Lab CLaboratory- TeachingGround floor56No food, drink, or messy events (i.e. crafting)

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Student Government Association
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