Club Event Planning

Steps for Planning an Event

1. Pick a date! Send some options to Rachel.McGinty@dc.edu

2. Request & confirm location: Refer to chart below

3. Once location is confirmed, Club President can provide setup request (if applicable)

  • Granito & Hennessy: send to michael.rogan@dc.edu
  • Stage Requests must be made through Maintenance Request Link
  • All other locations: Maintenance Request Link
  • You will receive an automated email acknowledging the request was received (this does not mean it has been accepted)
    • Once you receive an email indicating the request is “accepted” – it’s confirmed (if not, they will contact you)
    • On the day of your event, once you receive an email indicating the request has been “completed” – then your setup is ready

10. If DC1 Tablet is needed, Advisor submits DC 1 Tablet Request to itsupport@dc.edu at least one – two weeks in advance including: Event Name, Event Date, & Club Budget Code

  • Student picks up tablet for the event
  • Student returns the tablet after event
  • IT runs the report & sends it to the Club Advisor
  • The Club Advisor must then send the report to Pauline.Teahan@dc.edu & verify the Club Budget Code

11. If spending money from club budget, request funds at least two weeks in advance: See steps outlines below

13. If ordering food from Chartwells, order at least two weeks in advance

  • Email catering@dc.edu to discuss pricing & menu
  • Once pricing & menu are confirmed, send to Director of Student Activities to process order

16. Fill out Event Confirmation Form (below)

17. Note: Complete this form after all previous steps have been completed

18. Make a flyer, get approval, and promote!

  • Bring one copy to Rachel for stamped approval
  • Make copies of stamped flyer

Room Reservation Contact Information

ROOMCONTACT PERSON
Badami Room, GranitoMichael Rogan
Campus QuadRachel McGinty
Classrooms & Fury Lecture Hallroom.reservation@dc.edu
Corless Lounge in Granito CenterMichael Rogan
Granito ExtensionMichael Rogan
Guzman Hall LoungesJoseph Dratch & Jonathan Delgado
Hennessy Center (front gym, back gym, Holt Room, Aerobics Room)Michael Rogan
Hertel Hall LoungesJoseph Dratch & Debra Ferguson
Lawrence Room, Rosary Hall Rachel McGinty
Palisades Room, Casey HallSr. Bernadette Burke
Rosary Hall (lounges)Joseph Dratch
Student Engagement Lounge in Casey Hall Rachel McGinty
Table in Granito LobbyMichael Rogan
Table in Casey Hall Use Maintenance Request Form & select 9-Lobby


Event Confirmation Form

Steps for Utilizing Club Budgets
  • Preferred
    • Submit online orders at least two weeks prior with Rachel
    • For example:
      • Delivery – Amazon
      • Pickup – Michael’s
  • Alternative 1
    • Ask advisor to purchase items for your event
    • Submit receipts and Payment Voucher Form within 48 hours after event for advisor to be reimbursed
  • Alternative 2 – Only approved circumstances, must receive permission prior
    • If you cannot order online and advisor cannot purchase – submit Payment Voucher for a cash advance at least two weeks in advance
        • Fill out voucher
        • Get check in advisor’s name
        • Cash check and purchase items
        • Save all receipts
        • Submit Cash Advance Return Form and receipts within 48 hours after event