Program & Meeting Planning

All active organizations on campus will plan meetings and events throughout the year. The planning process is very important to the success of the event, so the below programming checklist was created to assist students.

The Planning Process

  • Schedule a meeting with the Assistant Director of Student Life if you have questions or concerns about your event.

Step 1: Select a date and time for the event

  • Try to select a date and time when other programs are not taking place. This will ensure a good turn out for your event and give students something to do every day of the week.

Step 2: Complete an event registration form by clicking here.

  • This form will require all of the details for the event such as an event description, date, time, location, room setup, technical needs, and contract requests. 
  • Once you complete the form, submit it.  The form will then be reviewed by the Office of Student Life and it will either be approved, denied, or deferred (meaning form is incomplete or there are questions regarding your event)

Step 2: Reserve your room

  • Reserve your room.  Be sure to do this well in advance. Click here to see how to reserve the room you need.
  • Please note that your event cannot be approved if your room is not available.

Step 3: Funding

  • If funding is required for this event there are several options.  You can use organizational unrestricted funds (money from dues or fundraisers).  If this is not possible, requests for funding can be submitted to the Student Activity Fee Committee (SAF) or to Student Government Association (SGA).  Funding requests submitted to SAF or SGA are not guaranteed and funds may only be used for the specified purpose for which they were allocated.

Step 4: Publicity

  • Student organizations can make flyers and the Office of Student Life will provide copies.  Click here to upload your flyer in .pdf form.
  • Student organizations are also permitted to have 1 full color poster (free of charge) for each event they host.  Click here to upload your poster in .pdf form.

Step 5: Food

  • Your group has several options when including food with the program. You can have Housing & Food Services provide the food or have an approved caterer provide the food for your event.  If the event is located in buildings operated by Housing & Food Services (i.e. Port Sky or the residence halls) food must be purchased from Port Sky.  Click here for a listing of approved caterers.

Planning a Program Off Campus
Your organization will follow many of the same steps as shown above, but the Assistant Director of Student Life will explain any other information needed to plan an event off campus.

Tech Needs for Programs

For certain events, your group may require technical assistance, such as a sound system or stage lighting. Some spaces have built in systems, while others do not. Please refer to the information below to determine what you may need to request for your program.

Slep TV Lounge: (seating capacity for 150)

  • Has a built-in sound system and stage lights.
  • Please request a sound technician on your event registration form at least 2 weeks prior to your event.  Sound technicians are scheduled based on their availability and are not guaranteed.

Adler Gym: (seating capacity for 800 on bleachers; can add 300+ chairs on floor)

  • A portable sound system is needed for this space.  Please request a sound technician on your event registration form at least 2 weeks prior to the event.  Sound technicians are scheduled based on their availability and are not guaranteed.
  • For large events, it may be the best choice to bring in an outside DJ or sound company.  A contract is required to do this.

Misciagna Family Center for Performing Arts Theatre: (seating capacity for 396)

  • Has a built-in sound system and stage lights.
  • When reserving this space, you will receive a tech sheet to complete. A theatre tech person will be available to run sound and lights for the program.
  • You must have an advisor present for any program using this facility.

Laurel Pavilion: (seating capacity for 150)

  • A portable sound system is needed for this space. Please request a sound technician on your event registration form at least 2 weeks prior to the event. Sound technicians are scheduled based on their availability and are not guaranteed.

Contracts for Entertainment

Many organizations will be in need of contracts when programming events on or off campus. University policy requires that Penn State contracts be used for any outside person or groups that come to campus to perform a service/program, whether they are doing so at a cost or even free of charge.

Examples when contracts are needed:

Below is the information that will be needed to complete the contract:

  1. Name of performer/group/speaker/DJ
  2. Address, phone number, and email address
  3. To whom the check is to be made payable and from what source (i.e. budget)?
  4. Social Security Number or Federal ID Number is required if being paid
  5. Date, Time, Location of Event
  6. How long will they perform?
  7. Are there specific set-up or tech requirements that we must provide? If so, please list.
  8. Who, from your organization, will sign as sponsor of the program?

Please Note:

  • Bands and DJs will need to provide their own sound equipment. We may not have the appropriate equipment for their needs or a trained tech person.
  • Do not sign an agreement or contract with any outside person/group before meeting with the Assistant Director (programs). The University is very particular about agreements, and they do not want to put you or the campus at risk for any liability.
  • Also, if the performer(s) is/are being paid, the contract will show an all-inclusive price. This means that their travel expenses, lodging, and meals are included in their fee. DO NOT BOOK HOTEL ROOMS ON YOUR OWN! We are no longer allowing organizations to have hotel rooms for their performers direct-billed to their accounts. We can give the performer a copy of the listing for local hotels and they or their agent will need to make the arrangements. (You will need to remember this if you are requesting funds from SGA or the Student Activity Fee.)

Food for Events: Catering Policies and Information

Food is becoming an essential part of student organization events and meetings, and there are certain policies that I would like to inform your groups about when planning a function with food.

You have three options to choose from:

  1. Food purchased from/donated by Housing & Food Services
  2. Food purchased from/donated by an Approved Penn State Caterer
  3. Food purchased/donated by members of the organization (from convenience or grocery stores)

In past years, student organizations had to order food from Housing & Food Services for any meetings or programs, but now you have some choices. The only exception to this is if you are holding a meeting or event in a facility owned by Housing & Food Services, such as Port-Sky Café or the Residence Halls. Then you must go through Food Services for your catering needs. In the case of just having a few cookies or chips at a meeting in the residence halls, the Manager of Port Sky Café has given groups permission to go elsewhere to purchase those items, but you should always check with the office to make sure that policy is still in place.

For larger events where you may require a caterer, you will want to check the Approved Penn State Catering List. All of these caterers have provided insurance information to Penn State, and therefore have permission to cater to the campus. If you decide to use an outside caterer, you will need to speak with the Assistant Director of Student Life to confirm all the details.

The Approved Caterers List may be updated periodically, so please check the following web site for any additions or deletions: http://sp.psu.edu/risk/caterers.cfm (Blair County).

Fundraisers

Policy:

  1. For every fundraiser, you must complete a Fundraising Form (General or Food Sale).
  2. All money collected must be turned in to the Student Life Office as soon as possible to be deposited into your SGA account. Failure to do so, will result in an investigation of your organization for mismanagement of funds, leading to possible disciplinary action and criminal charges.
  3. The Student Life Office can provide cash boxes, receipt books, and tickets at no cost to the group if needed for the fundraiser.
  4. When using tickets to account for people paying to attend your event, you will need to complete a Ticket Accountability Form. Form can be found under Budget Information.

Types of Fundraisers:

  1. Car Wash
  2. MTO Coupon Sales
  3. Pizza Coupons
  4. Guessing Games (ie, number of jelly beans in the jar)
  5. Flower Sales
  6. Candy Sales
  7. Bake Sales - can only be held off campus
  8. T-shirt Sales

Any games of chance may require a license.

**If you have any other ideas, please stop by the Student Life Office to speak with one of the Assistant Directors about them.

Reserving Table Space for Fundraisers on Campus
Please follow the steps below to reserve a table for your fundraiser.

For a table in or around Slep or in the Smith Building:

  • Stop by the Student Life Office to check the availability of space.
  • Fill out a reservation form.

For a table in the lobby of Port-Sky Café:

  • Stop by the Housing and Food Services Office to check the availability of space.

 

Publicity & Guidelines

Types of Publicity:

  1. OrgSync: Utilize OrgSync to send out messages to all users, send texts, and post your event on the feeds and event calendar.  It is a great system that allows for mulitple ways to promot your event.
  2. Flyers & Posters: The Office of Student Life will make copies for you.  Please complete the poster request form or flyer request form and upload your document in .pdf form. 
  3. Facebook: By far the quickest way to reach the most people. Post your event on your organizations page or if you are comfortable doing so, post it on your personal page.
  4. Campus-wide or Student Broadcast Announcement: Call 949-5101 and leave the actual message you want to be sent to the broadcast; the Assistant Director will then forward the message.
  5. Closed-circuit TV Advertisement or Video Advertisement: Please complete the form at this address for a general CCTV Advertisement: www.altoona.psu.edu/WebAccess/calendar and for a video advertisement, stop by the Student Life Office.
  6. Altoona Collegiate Review: Contact an editor of the paper to discuss the costs for ads in the newspaper.
  7. Table Tents in Port-Sky Café: You must receive permission from the Housing & Food Services Office before placing any table tents in the holders on the tables.
  8. Novelty Items: Some groups request funding to purchase novelty items to help promote their event.  For example buy candy bars and put a sticker on them featuring your event.  Hand them out during common hour to create awareness and interest. 

Guidelines:

  1. Publicity for the Residence Halls must go through the Student Life Office. DO NOT post in the halls – it will be taken down by the staff.
  2. Where to post:
    • Student Activity Bulletin Boards and Kiosks: Never post on top of the glass kiosks; the Student Life staff will post these flyers for you. Your group will be responsible for posting on the general student activity bulletin boards.
    • Glass panels beside doors in Slep: Never post on the doors themselves; it is a safety hazard and the flyers will be taken down and thrown away. Do not post on glass panels in other buildings.
    • Easels: If available, you may borrow an easel from the Student Life Office to display a poster in the Smith Lobby, Slep Lobby or Port-Sky Café.
  3. DO NOT post over another flyer or poster on a bulletin board. Your advertisement will be taken down. Rearrange the publicity if needed.
  4. Take down all publicity within two days after the event. Please help keep our bulletin boards clean!
  5. If you receive funding from SGA or the Student Activity Fee for an event, you must mention them on your publicity, for example: “Funded by SGA”. Failure to do so may result in loss of future funding.
  6. Only one poster/flyer per bulletin board. The bulletin boards can become very crowded and everyone deserves the opportunity to post.
  7. The Student Life Office reserves the right to deny posting privileges or remove materials that violate any provisions or University/campus regulations or policies.
  8. Failure to comply with these policies may result in disciplinary action as outlined in the current Policies and Rules.

Helpful Tips:

  1. Make sure your publicity is up at least 1 to 2 weeks before the program.
  2. Use “word of mouth” to advertise; get your members to spread the word.
  3. Be creative and artistic, but not obscene, derogatory, prejudicial or distasteful in your advertising.
  4. Do not use a lot of words on the flyer or poster; people want to know “who, what, when & where” in a glance.

Prohibited Events


The following events are prohibited and will not be permitted on campus:

  1. Horseback riding
  2. Skydiving- not permitted to be done by any University or Recognized Student Organization either on or off campus due to the high risk nature of the event
  3. Skydiving simulator (i.e. Xtreme Air)
  4. Bungee runs (inflatable)
  5. Foam Dance Party
  6. Oxygen Bar
  7. Paintball (on University premises)
  8. Red Bull Flugtag homemade flying machine or similar activities
  9. Slip and Slide not provided by a commercial provider signing a contract and providing required insurance
  10. Velcro Wall (inflatable)