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 (email@example.com) 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.
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 Amy Nickerson, the Associate Registrar at firstname.lastname@example.org
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 (email@example.com) to reserve any outdoor space on campus. Please also email Public Safety Officer Natali English (Natali.King@aus.com) and Officer Morgan Meehan (firstname.lastname@example.org) to let them know you’ll be hosting an outdoor event on campus.
- 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.
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.
Queen Lane— Email your facilities setup needs (table/chair setup, extra trash cans, etc.) to both Dennis Kane (email@example.com) and Dave Gizinski (firstname.lastname@example.org) 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 (email@example.com) and David Wolfskill (firstname.lastname@example.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.
Queen Lane: Email your AV setup needs (projector, videoconferencing between campuses, microphones etc.) to Lori O’Connell (email@example.com) 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 (firstname.lastname@example.org) 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
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 QL monitors
Complete this form to have your event details added to the monitors around Queen Lane. 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:
- Make sure to send a thank you note to any guest speakers who may have volunteered their time.
- 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.
- Submit any event photos here to be used by the Yearbook Editors and/or Drexel Communications.