Event Planning
Hello Event Planner!
Can't wait to see the outcome of your event! Below are items to consider when planning an event on campus. An asterisk next to the items below means it is REQUIRED. However, utilize the information if an item applies to you/your event's interest. You MUST keep OMSS staff in the loop when planning events.
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Reservations*
Have you submitted your event on My Orgs? Click here to learn about the submission process. Determine the space needed for your event. Check the MyOrgs calendar to ensure that the date you choose for the event does not coincide with other events. Next, contact reservations@uwlax.edu or 608.785.8888 about your needs. Student organizations may reserve space up to 18 months in advance. Plan early!
Flyer*
Get maximum publicity for your event!
Use Powerpoint/Canva to create a flyer. We suggest that you create two flyers; one for MyOrgs, and the other for Digital Signage. Feel free to create another for your social media. Your flyer MUST include the following:
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Sponsoring Organization Name
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The OMSS and D/I Logo (email jbanjiram@uwlax.edu for the logos)
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Date of Event
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Time of Event
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Location of Event
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Email or contact information for questions
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The event that is taking place
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You MUST share your event on MyOrgs first (Required Resolution: 1300px X 780px). Next, visit the Digital Signage page to have your event posted (Required Resolution: 1920x X 1080x). Follow this link for general guidance on making flyers. Additionally, connect with OMSS office assistants at the front desk to put up your flyer on our TV screen (same resolution for digital signage).
Wanna hang your flyer on Bulletin Boards around campus? Follow these steps:
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1. Submit your flyers to covegraphics@uwlax.edu to have a digital stamp applied to your flyer(if not registered, it will be removed!).
2. Once approved, print and hang your poster on Designated Bullet Board Locations around campus.
3. You can also hang your poster on the bulletin board in OMSS.
Food*
Check the "Resources" tab on the right corner of screen and click on "Food" for more information.
Decorations*
Always refer to the Decorations Policy when planning to decorate for your event. Most organizations have decor stashed in their storage cages. Check your inventory FIRST to ensure you have some decorating materials. If you do not have your desired decoration, email jbanjiram@uwlax.edu with a link to the decoration you need (check our approved vendors first! STAPLES and ZUMA). Additionally, Chartwells has a few flowers and fishbowl vases if you want to borrow them!
Techology needs*
To have Audio Visual and Lighting Services(i.e. powerpoint slide at event, performance with mic at event, color scheme, stage set-up etc), contact Douglas Wilken, the AVLS coordinator. He will need atleast 2 weeks in advance of your event date to accomodate your requests!
Drapes and pipe
For drapes and pipe for your event, please contact Douglas Wilken.
More things to Consider!
Tickets
For ticket information, contact Tricia Aleckson via email or visit the Student Union 3200. Requests must submitted at least 2 weeks before you would like tickets go on sale.
NOTE:
Money from ticket sales goes back to your university account and NOT your SFO account
Bringing a speaker/entertainer?
Check the "Resources"tab on the right corner of screen and click on "Bringing a Speaker/Entertainer" for more information.
Student Card ID Reader
To have a card reader at your event, email Tricia Aleckson atleast 2 weeks in advance of your event.
Parking*
For parking accomodations for guests at your event, contact parking@uwlax.edu.
Folks under 18 at your event?*
If you plan to have to have any minors at your event, you MUST inform OMSS staff.
Want to have outside vendors sell their products at your event?
If you plan to have outside vendors to sell their products at your event. Keep the following POLICIES in mind:
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The vendor MUST NOT sell competing items, for example, books or food as this would go against Chartwells and University Bookstore the bookstore agreements.
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Your organization CAN charge the vendor a fee as part of its fundraising initiative but can choose not to take any of the vendor's proceeds. This fee CAN BE determined by the org ( $75.00 for the day for example).
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Vendors CANNOT use the campus Wi-Fi to run credit card purchases because UWL wants no interference with the institutions' data. Hence, vendors will need their data network to run any purchases. Note: Vendors may run into network issues if they use their own cell phone plan for credit card purchases. Hence, we suggest they use cash-only sales. We also have an ATM in the Student Union!