Student Handbook 2024-25 > Campus Safety and Operations > Campus Operations Policies > Event Planning Policies

Event Planning Policies

Advertising, Posters, and Marketing

Flyers and marketing materials follow the Posting policy.

Alcohol

Alcohol may be present at campus events and available to those who are 21 or older.  To have alcohol at an event:

• Students must submit a request to the Dean of Student Affairs at least one month prior to the event, with the following information: 
  • Event Name
  • Date, Time, Location
  • Hosting Group
  • Event Contact
  • Event Purpose
  • Expected Number of Attendees
    
    
• Request a Police Detail through Public Safety (cost of the detail must be covered by the hosting group)
• Have certified/trained volunteers checking ID's

Events with alcohol that are also open to those under 21 must have a separate area where alcohol is being served (ex. roped off, separate room, etc.)

Contracts

Contracts are required for all external vendors, including goods, services, speakers, and performances. Students may not sign contracts on behalf of the college. To begin the contract process, Student Groups should contact the Community Engagement Librarian or Dean of Student Affairs for review and signing of contracts. To ensure adequate time for review and signing, contracts should be submitted at least 2 weeks prior to an event. Events without contracts submitted in a timely manner may be cancelled, and the hosting group responsible for any cancellation fees.

Large Campus Events

Student groups planning to hosting large events (i.e. those requiring significant facilities activity, those the entire student body is invited to, those involving external vendors, etc.) should contact the Office of Student Affairs and Resources (StAR) to let them know at least two weeks prior to the event. StAR personnel may follow up with additional questions. 

Movie Licensing

Any movie screening taking place in a public area on campus, such as a classroom, meeting room, or the auditorium, requires rights to be purchased from a licensing agency. Students interested in hosting a movie event should contact the Office of Student Affairs and Resources (StAR). 

Trips and Transportation

Students who will be traveling for a recognized student group are required to fill complete an Olin Travel Form (one per event) prior to departure as per the Student Travel Policy. Each individual student traveling must also fill out the Assumption of Risk and Waiver Agreement form. These apply to travel during the academic year, breaks, and during the summer.

Students may request to use the Olin 7 passenger van and be reimbursed for gas. Students may also use a personal vehicle and be reimbursed for mileage, so long as a reimbursement request form is submitted within two weeks. P-cards may not be used to purchase gas for a personal vehicle. Reimbursements for mileage only, not gas purchased, will be processed. Students using a personal vehicle for club transportation should also fill out the Olin Automobile Owner Acknowledgement Form.