Student Event Planning Guide
Please follow the steps below to plan an event. Planning ahead is key!
1. Event Request Form
All student organization events must be approved by SGA and Student Affairs. Please submit an Event Request Form here. This form will be reviewed during normal business hours. Event Requests Forms must be submitted at least 8 weeks in advance for events requiring contracts. For all other events, please reference the graphic below to see when to submit your Event Request Form.
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 OURHSSched@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 OURHSSched@drexel.edu
Queen Lane Outdoor Reservations: Outdoor spaces are not reservable through AAIS. If you need an outdoor space (Front Lawn, Back Lawn), please email Dennis Kane (dpk45@drexel.edu) to inquire about any outdoor space on campus. Please also email Public Safety Officers Natali English (Natali.King@aus.com) and Ashley Chappell (ashley.chappell@aus.com) as well as 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 all three Dennis Kane (dpk45@drexel.edu), Craig Hawkins (chawkins@arthurjacksonco.com), and Reggie Lloyd (rlloyd@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 All events must be added to the SGA calendar at least 10 days prior to your event.
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 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. Create a TouchNet Store
If you will need a TouchNet Store created for your event, please reach out to the SGA Technical Officer – mdsgatech@drexel.edu.
Please submit these requests at least 5-7 business days prior to the day you wish for your store to open.
8. Place your orders
Place any orders for supplies or food with the Class Treasurers. Please plan to do this no less than 10 business days before your event. More information can be found under Purchase Requests and Funding.
9. Send a confirmation email to all attendees
Email all attendees with any details they will need to know prior to your event.
Post Event Responsibilities
You did it! We’re sure your event was fantastic. Here are your last responsibilities related to your event:
- Clean up! Please leave the space as nice as you found it. Clean up garbage, move tables/chairs back to where you found them.
- Make sure to send a thank you note to any guest speakers who may have volunteered their time.
Queen Lane Space & Capacity
| Room | Type | Location | Capacity | Notes |
| SAC A | Event Space/Lecture Hall | First floor | 100 | Good for events–movable tables/chairs Contact Facilities in advance for setup Students cannot move the divider wall themselves! |
| SAC B | Event Space/Lecture Hall | First floor | 100 | Good for events–movable tables/chairs Contact Facilities in advance for setup Students cannot move the divider wall themselves! |
| SAC Hall | Event Space/Lecture Hall | First floor | 250 | Must reserve BOTH SAC A and B |
| Auditorium A | Event Space/Lecture Hall | First floor | 172 | Good for videoconferencing, lecture style events |
| Auditorium A | Event Space/Lecture Hall | First floor | 172 | Good for videoconferencing, lecture style events |
| Cafeteria | Event Space | First floor | 100 | |
| Suite 104 (Student Lounge) | Event Space/Classroom | First floor | 100 | Email Caroline Bush to reserve |
| Lower SAC | Event Space | Ground floor | 200 | Good for events– contact Facilities in advance for setup needs! |
| G23G | Event Space/Classroom | Ground floor | 48 | Good for events–moveable tables/chairs |
| Atrium | Lobby | First floor | 30 | Great for quick pickup events |
| Lobby | Lobby | First floor | 30 | Great for pickup events |
| Patio | Outdoor Space | Ground floor/outdoors | 100 | |
| Front Lawn | Outdoor Space | Outdoors | Email Dennis Kane to reserve | |
| Back Lawn | Outdoor Space | Outdoors | Email Dennis Kane to reserve | |
| Back Lawn- Tent | Outdoor Space | Outdoors | 50 | Email Caroline Bush to reserve |
| A-1 | Classroom | Second floor | 45 | Classroom style seating with rows |
| A-2 | Conference Room | Second floor | 30 | Board room table Good for videoconferencing |
| A-3 | Seminar Room | Second floor | 15 | |
| A-4 | Seminar Room | Second floor | 15 | |
| A-5 | Seminar Room | Second floor | 15 | |
| A-6 | Seminar Room | Second floor | 15 | |
| A-7 | Seminar Room | Second floor | 34 | |
| A-8 | Seminar Room | Second floor | 34 | |
| A-9 | Seminar Room | Second floor | 20 | |
| A-10 | Seminar Room | Second floor | 20 | |
| A-11 | Seminar Room | Second floor | 15 | |
| A-12 | Seminar Room | Second floor | 15 | |
| C-1 | Seminar Room | Second floor | 15 | |
| C-2 | Seminar Room | Second floor | 15 | |
| C-3 | Seminar Room | Second floor | 15 | |
| C-4 | Seminar Room | Second floor | 15 | |
| C-5 | Seminar Room | Second floor | 15 | |
| C-6 | Seminar Room | Second floor | 15 | |
| C-7 | Seminar Room | Second floor | 15 | |
| C-8 | Seminar Room | Second floor | 15 | |
| C-9 | Classroom | Second floor | 50 | |
| CEAC | Classroom | Second floor | 100 | |
| Lab A-A | Laboratory- Teaching | Ground floor | 40 | No food, drink, or messy events (i.e. crafting) |
| Lab A-B | Laboratory- Teaching | Ground floor | 40 | No food, drink, or messy events (i.e. crafting) |
| Lab A-C | Laboratory- Teaching | Ground floor | 60 | No food, drink, or messy events (i.e. crafting) |
| Lab B | Laboratory- Teaching | Ground floor | 200 | No food, drink, or messy events (i.e. crafting) |
| Lab B-A | Laboratory- Teaching | Ground floor | 35 | No food, drink, or messy events (i.e. crafting) |
| Lab B-B | Laboratory- Teaching | Ground floor | 35 | No food, drink, or messy events (i.e. crafting) |
| Lab B-C | Laboratory- Teaching | Ground floor | 35 | No food, drink, or messy events (i.e. crafting) |
| Lab B-D | Laboratory- Teaching | Ground floor | 35 | No food, drink, or messy events (i.e. crafting) |
| Lab B-E | Laboratory- Teaching | Ground floor | 35 | No food, drink, or messy events (i.e. crafting) |
| Lab B-F | Laboratory- Teaching | Ground floor | 30 | No food, drink, or messy events (i.e. crafting) |
| Lab C | Laboratory- Teaching | Ground floor | 56 | No food, drink, or messy events (i.e. crafting) |