Event Planning Resources
The success of your organization's events will rely on how prepared you are for the unexpected. Anticipating, preparing and evaluating are key to hosting events that the community will enjoy and the organization will have fun planning.
Green Your Event (PDF)
Guidebook Wiki
The Student Organization Guidebook Wiki is an invaluable tool in helping your organization be successful at all kinds of events, large concerts, small meetings, cultural events and student conferences. You will find a comprehensive guide which includes:
- Potential Sources of Funding
- Student Organization policies
- Planning meetings and events
- Food and alcohol regulations
- Publicity
- Performance rights and policies
- Travel
- Financial Management
- Transportation options
Student Organization Credit Card
The Office of Student Engagement offers credit card usage to recognized student organizations. Please refer to the Guidebook Wiki above for policies and procedures. If you would like to use the credit card, please visit the office in CC 106. Open hours will be posted on the door.
Event Planning Forms
Required event planning forms not only help keep the organization organized throughout the planning process, but they help keep offices and departments aware of the events organizations are hosting and so they can do their best to support them.
Event Registration
With the new 25Live reservation system, student organizations will register their events when they reserve space for their event.
Banner Space Reservations
See the Resource Room page for information on banner space.
Contract Request Form
Completing a Contract Request Form is required if you are planning an event that involves an outside party. Contracts will be generated and mailed out to the entertainer/vendor/caterer within 48 hours. You will be notified when they come back to the Office of Student Engagement or the Office of Residence Life and you will be asked to pick up the fully executed contract and bring to the Student Bank for payment.
The purpose of a written contract is to provide information as to how much will be charged— the who, what, where, time of the service and whether other stipulations are to be met and by whom. Completed written contracts can eliminate the frequent misunderstandings of verbal agreements.
The director and/or the assistant director of the OSE for student programs should sign all written contracts on behalf of students and student organizations. The assistant director of residence life must sign all written contracts on behalf of house communities. The Smith College controller must also sign contracts over $10,000.
Students are prohibited from signing any contracts as it makes them personally liable for fulfilling the terms of the contract should a problem arise.
Film and Movie Rights Form
Film and Movie Rights must be requested if you are interested in showing a film on campus. Showing a film on campus requires a "public performance license" from the film's distributor prior to the screening. There is generally a fee for the license, and fees can be substantial depending on the film, size of the audience and number of showings. Showing a film free of charge does not mean that you do not need a license and it does not affect the license cost.
The assistant director of the OSE for student programs will contact you with the film information and pricing. Requests must be submitted a minimum of two weeks prior to the screening date. Student organizations are responsible for all licensing fees associated with screening a movie on campus.
Federal law restricts how copyrighted materials, including films may be used. Videos and DVDs purchased or rented by an individual or an organization are for personal use only. "Public performances" are not allowed under the law. At Smith College, public performance settings include the Campus Center, Davis Center, outdoor screenings and spaces in academic buildings. Only classes for academic credit or which are restricted to enrolled class members may show films in these spaces without creating a public performance.
Contact Us
The staff in the OSE is here to help. Whether you are looking for help in choosing the right space or are coming in for an event consultation after the space has already been reserved, the staff is eager to work with you to ensure that your event is successful.
