Club Event Requests

Steps for Planning an Event

  1. Pick a date – reach out to Rachel / Kathryn (Rachel.McGinty@dc.edu / Kathryn.Strobel@dc.edu)
    • Send some options
  2. Confirm location
    • Ask club advisor to request & confirm with person in charge of desired location (see chart below)
  3. Request DC-1 Reader (if applicable)
    • Ask club advisor to request & confirm with IT at least one week in advance
    • No Venmo or cash apps
  4. If spending money from club budget, request funds at least two weeks prior (see steps outlined below)
    • If ordering food via Chartwells, order at least two weeks in advance
  5. Fill out Event Request Form
    • Required step to document event
  6. Make a flyer, get approval, and promote!
      • Bring ONE copy of flyer to Rachel or Kathryn for approval

    Room Reservation Contact Information

    NOTE: Requests for all rooms must be made by club advisors

    ROOMCONTACT PERSON
    Badami Room, GranitoHenrietta Malzacher & Michael Rogan
    Classrooms & Fury Lecture HallRoomreservations@dc.edu
    Corless Lounge in Granito CenterMichael Rogan
    Granito ExtensionMichael Rogan
    Guzman Hall (lounges)Ryan O'Gorman & Jonathan Delgado
    Hennessy Center (front gym, back gym, Holt Room, Aerobics Room)Michael Rogan
    Hertel Hall (lounges)Ryan O'Gorman & Debra Ferguson
    Lawrence Room, Rosary Hall Henrietta Malzacher
    Palisades Room, Casey HallSr. Bernadette Burke
    Rosary Hall (lounges)Ryan O'Gorman & 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.
    Steps for Utilizing Club Budgets
    1. Preferred
      • Submit online orders at least two weeks prior with Kathryn or Rachel
      • For example:
        • Delivery – Amazon
        • Pickup – Michael’s
    2. Alternative 1
      • Ask advisor to purchase items for your event
      • Submit receipts and voucher form within 48 hours after event for advisor to be reimbursed
    3. Alternative 2
      • If you cannot order online and advisor cannot purchase – submit 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 Accounting Form and receipts within 48 hours after event

    Club Event Request Form

    • EVENT CONTACT INFORMATION

    • EVENT DETAILS

    • What is the purpose of your event?
    • When do you require the set-up to be completed by?
      :
    • :
    • :
    • Who will be attending your event?
    • How many people do you hope to see at this event?
    • Will you be charging an entry fee at the door for this event?
    • EVENT SETUP

    • Room reservations should be requested and confirmed by the club advisor prior to completing this form.
    • Please provide a brief description of your request above. Put N/A if not needed. PLEASE NOTE: Maintenance requests should be requested and confirmed by the club advisor prior to completing this form.
    • Please provide a brief description of your request above. Put N/A if not needed. PLEASE NOTE: IT requests should be requested and confirmed by the club advisor prior to completing this form.
    • Will you be having food at your event? NOTE: Contact catering@dc.edu to arrange catering services from Chartwells. Once you have pricing from Chartwells, please send to Rachel or Kathryn to input into the system.