Planning an Event

There are many details you need to think about when planning an event, whether large or small. It is important to plan as far in advance as you can and to utilize the resources available on campus, which includes your group's advisor. Be sure to get feedback about your plan from them and other group members.

Reserving a Room

The SharePoint based UMR Calendar System (https://sharepoint.r.umn.edu) is UMR's room request system. After logging in, click on the "room requests" link on the left hand side, then the green plus at the bottom of the page. 

Getting the word out about your event

There are many ways to get the word out about your upcoming meeting or event. Groups do not need to utilize each option for each event. Find the methods that work best for your group and type of event.

• Email your group well in advance of the event and encourage them to invite others. Word-of-mouth advertising is often the best way to achieve high attendance numbers.
• Create posters no larger than 8.5 inches by 11 inches with information about your event. Give the signs to Paula Jewell well in advance of your events to review. If approved, the signs will be stamped and Student Affairs will post signs in appropriate places around campus. In order to be approved the signs must include the text, "Find more events on the UMR Events Calendar" in no smaller than 10 point font. Your event will be added to the events calendar.
• Email Julie Sawyer to request event information is displayed on information monitors. Requests must come from the Student Lead/Chair/President or the group advisor. Please follow these guidelines:

In the subject line, please put "ACTION: Information Monitors", so they stand out in Julie's in-box. The information required is:

1. Name of the meeting/event- please be sure to be consistent with the information provided when the room reservation was made and also with any other communications (flyers, e-mails, mailings, invitations, etc), to avoid confusion. Attach any flyers and/or posters for my reference as well.

2. Room in which the meeting/event will be held

3. Date(s) of the meeting/event

4. Start and end time of the meeting/event

5. Website/link where more information can be found (if applicable)

6. Indicate if you want this to be listed under "Daily Events" or as a slide in the main section of the monitors

• Email student services to request event information is displayed on MyU.
• Email student services  to request event information is included in an upcoming Raptor Report.

Television on Campus

TV is available on campus for student groups to use. Review the use guidelines for information about how to request access. Use it to supplement a group activity, to learn something new. or simply to have some fun watching a program together.

Supplies

The Student Activities Board has many supplies available for student group use, including butcher paper and markers stored in 318 Commons. Please get permission from the Student Activities Board chair before utilizing supplies.

Contact Tables

From time-to-time student groups may wish to have a table in either the third or fourth floor lounge to connect with fellow students and the public. Student Groups must follow the guidelines outlined by the UMR Solicitation Policy. Groups interested in conducting sales, such as a fundraiser should review section D and include that information with their request.

Questions and requests should be sent to Nathan Tesch.

Bake Sale Requirements

One of the major organizational money making projects is the bake sale. The University does not wish to hinder these projects; however, the approval of such fundraising projects will be limited to once per calendar quarter per organization. For the protection of the organization and for those purchasing foods, the following precautions much be taken:\

1. No food which requires refrigeration can be sold. This includes: creme-filled pastries, eclairs, cream pies, etc.
2. Only bars, cookies, cakes, and doughnuts are acceptable bake sale items.
3. No bake sale items shall be sold that have frosting or other toppings that are applied after the baking process.
4. All bake sale items shall be individually wrapped at the original point of preparation.
5. Preparation may be completed in a home-type kitchen, with the reminder that only the bake sale items shall be prepared at this time. Food for individual consumption should not be prepared at the same time.
6. Bake sale items shall be transported in a covered, dust-proof container.
7. Individuals conducting the baking and/or wrapping or sale of food shall thoroughly wash their hands before handling the product.
8. A sign or placard stating "Homemade/Not Inspected" must be posted.