How to Plan an Event

This brochure has been designed to help you plan a successful event at Swarthmore. Whether you are having a party, planning a lecture/forum, hosting a study break, or bringing a band to campus, please use the following checklist as a guide.


  1. Select a date, time and location. Reserve space on campus and keep in mind other events going on that might impact participation in your event. Contact information for reserving space is on the reverse.

  2. Get sponsors and secure funding. If you need financial resources to pay for food, decorations, music, sound equipment rental, publicity, or honorariums, etc…make sure you contact the appropriate people with plenty of notice who can sponsor this event. Funding sources can include, SBC, SAC, FFS, SC, other student organizations, academic departments and/or other administrative offices.

  3. Reserve equipment and make any special requests. If you need sound equipment contact Rattech or Facilities. If you require sound equipment and Rattech is not available you must allocate more money to rent from an outside vendor. Also, contact SBC or the business office if you need payment or reimbursement for services. Make check requests in advance! Some decorations and supplies may be available from SAC (to get supplies from the office, email SAC (amello1) at least 24-hours before your event). Allow enough time to order food if applicable.

    4. Please Note: Students may NOT sign contracts on behalf of the College. An appropriate administrator must approve and sign all contracts/riders for various performances and/or events on campus. Please do not sign a contract without reviewing the rider in advance.

  4. Publicize the event! Make sure people know about your event. Print posters, flyers, do sidewalk chalkings and advertise in the Daily Gazette & Weekly News. All SAC funded events are required to be advertised on campus. You are required to bring at least one sample flyer to the SAC meeting when you propose for funding. Email your flyer to SAC (kwatson3) and they will make 75 copies of your flyer for you.

CONTACT INFORMATION:

Rattech – rattech@swarthmore.edu
SAC – sac@swarthmore.edu
SBC – sbc@swarthmore.edu
Party Associates – pa@swarthmore.edu
Paces – paces@swarthmore.edu
Olde Club – oldeclub@swarthmore.edu
Space – space@swarthmore.edu

Student Activities Coordinator – kwilcox1@swarthmore.edu
Assistant Student Activities Coordinator – pflower1@swarthmore.edu

Reserve Space (besides Olde Club, Paces)
http://cabezon.swarthmore.edu/ VirtualEMS/BrowseForSpace. aspx


PLANNING A PARTY

The social Affairs Committee (SAC) allocates funding from the Student activities Fund to provide entertainment to campus. Meetings are held Monday nights at 9:30 p.m. in Kohlberg, 330.

Proposals:

Eleven copies of your SAC proposal must be brought to the meeting. Include the date, type of event, and a short description of the event. Itemize a list of costs, including specifics for food, drinks, decorations, sound, lighting, DJ’s, and miscellaneous items. Please note that SAC does not pay for publicity. You must bring a sample flyer which you will use to advertise your event to the SAC meeting when you propose. If you email your flyer to SAC, 75 copies will be made for you. You are required to advertise for all SAC funded events. Further, no SAC funds may be used to purchase alcohol. Upon receiving SAC funding, you must sign a rules and regulations form agreeing to a fine and loss of funding if you lie or misrepresent receipts when being reimbursed by SBC.

Rattech:
Rattech provides sound system for student events and must be reserved in advanced through the Director, Chris Gagne. The Director hires students to set up sound equipment for parties and various events on campus. Rattech gives priority for SAC funded events, and there is a nominal charge for private events that charge admission. When Rattech equipment is not available, students must opt for renting equipment.

Party Permits:
Party Permits are required if—1. alcohol will be served and there are more than 10 people, 2. there is a keg, or 3. the event will be held in Paces of Olde Club (regardless of alcohol being present or not). This permit must indicate the name of 2 responsible hosts who must be at least 21. Party permits are due by 5 p.m. Wed. for a Thurs. event, and by noon on Thurs. for weekend functions. Late permits will incur a $10 late fee. Party Permits are available outside Parrish 117.

SBC:
Once funding is granted by SAC, cash advances can be acquired by attending SBC office hours. Receipts are valid only if dated between the date when given SAC funding (Monday night) to the date of the party. There is a 2 week time limit from the date of the event to turn in receipts. Receipts cannot be from stores that sell alcohol and receipts that are not itemized (i.e. Dollar Stores) are not acceptable.

Party Associates:
A student event with more than 25 people should be staffed by PAs. If PAs are not available for an event, the Hosts must assume all PA duties in addition to their hosting responsibilities. Hosts are ultimately responsible for what happens at their events. PAs will wear their PA t-shirts and they may NOT consume alcohol before or during the party. Their duties include door/ID-checking, crowd control, refusing visibly intoxicated persons entry, ensuring that party guidelines are followed, enforcing non-smoking policies, regulating alcohol that is brought in or taken out of the party, enforcing the end of parties, alerting hosts to visibly intoxicated students, helping obtain escorts for intoxicated persons to the health center, and contacting Public Safety if needed.