#lsctengage STUDENT ENGAGEMENT EVENT PLANNING GUIDE LISA.M.GUTIERREZ @LONESTAR.EDU 281.401.1820
GENERAL INFORMATION • Events must be sponsored by a Registered Student Organization or LSC department/ office. • Student Organizations must be in good standing with Student Engagement. • Student Engagement reserves the right to approve or deny any event. STEPS TO YOUR EVENT • Reserve your event space. • Have your vendors and contracts prepared. • Pay for your event. • Plan for food service if your event will include it. • Market your event. • Make final touches. LSC–TOMBALL EVENT GUIDELINES LSC-TOMBALL POLICY WAIVER LSC-TOMBALL HIGH VISIBILITY EVENT CHECKLIST ONLINE SOURCES EVENTS APPROVAL PROCESS EVENT RESERVATION TIP! It is recommended that you have 2-3 rooms in mind when reserving your event spaces.
TO RESERVE A ROOM: Go to: lonestar.edu/tomball-relations. htm. • Click on: Event Scheduling, review the LSC–Tomball Event Guidelines before you begin. • Click on: Room Reservation and Event Reservation Form. • Fill in and answer all fields required. • When finished, click Submit. • Sandra Moye will send you a confirmation email once your room is reserved. • Do not begin advertising until you have room confirmation. LSC–Tomball has developed guidelines for reserving and hosting events on our campus. Registered Student Organizations (RSO) are required and responsible for reserving their event space. A room and event reservation form must be submitted and can be found through LSC–Tomball College Relations. Follow the steps in this guide or click the links below to start the process. Review the policies in their entirety before submitting any forms. EVENTS APPROVAL PROCESS ADDITIONAL RESOURCES RESERVATION ONLINE FORM Sandra Moye, Event Coordinator [email protected] 281.357.3787 EVENT QUESTIONS EVENT RESERVATION NOTE! Room reservations cannot be made over the phone or by email. !
VENDOR PROCESS Do you need a bounce house or a performer at your next event? If so, Student Engagement can help with that! A vendor at LSC–Tomball is anyone who will provide a service or good in exchange for compensation. All vendors must be an approved vendor in order to be contracted for your event. When deciding on a vendor for your event make sure you have a list of all the items you need and the date and time of your event. If there is a vendor you want to use, make sure that your date and time works for them. To see if the vendor is an approved vendor, contact Lisa Gutierrez at Lisa.M.Gutierrez@ lonestar.edu in Student Engagement. Lisa handles this process for all RSO’s. HOW TO REGISTER A VENDOR Every vendor performing and/or providing a service on campus must be registered as a vendor. Contact your selected vendor and have them register in our system at lonestar.edu/vendors.htm. The process is 100% online and requires 15-30 minutes to complete. On the next page are some guidelines to that you can send to the vendor to help them through the application process. Lisa Gutierrez, Coordinator, Student Engagement [email protected] 281.401.1820 QUESTIONS? [email protected] VENDOR CONCERNS EVENT RESERVATION NOTE! Please submit all information at least one month before your event. ! EVENT VENDORS
VENDOR REQUIREMENTS • Vendors must register with LSC System 4-6 weeks before the scheduled event. • Ensure they complete a W-9 (Blank W-9 provided by the business office.) • When applying online, the vendor should receive a supplier ID number. The vendor will need to email you this number. • For questions or issues with the online process, email MC-Vendors@lonestar. edu. LSC EMPLOYEE PROCESS Once the vendor has completed the vendor application, email Lisa.M.Gutierrez@ lonestar.edu the following information to begin the approval process: • Vendors name. • Supplier ID Number. • Services the vendor will be providing. • How does their service differ from other vendors in our system? • How does their cost differ from other vendors in our system? EVENT VENDORS
EVENT CONTRACTS STUDENT ENGAGEMENT CONTRACT PROCESS Need a contract? Contact Lisa Gutierrez in Student Engagement. She will help RSO’s and Advisors throughout the contract process. All vendors who provide a service on campus must have a contract on file with LSC– Tomball. This is needed when a vendor is on campus performing an activity, a speaking engagement, hosting an event, or when a check needs to be sent directly to them. Below are some steps that the Student Engagement follows. Lisa Gutierrez will process the contract for all RSO’s, sports teams, and Student Engagement events. Below is the Student Engagement process for contracts. The general contacts that student organizations tend to utilize are: • Performer or Speaker Agreement • Independent Contractor Agreement • Honorarium Authorization When requesting a contract ensure that you have the following information: • Event date, time, and location. • Vendors/Company name. • Amount of event, quote format. • Contractors name, title, email, and address. • For college information input the information of the Director/Supervisor of the area (the one who will be signing the contract.) Once the contract is completed, ask the vendor to send a copy of the Certificate of Liability Insurance and Additional Insured. These insurances are needed when students, staff, or faculty are participating in activities where they may have an accident or get hurt. The contract needs to be signed by the vendor and the Director of Student Experience. The signed contract will then follow the chain of command. Ensure that the insurances, quote, and invoice are attached. For example, the contract processing in Student Engagement is: • Vendor Signature. • Director, Office of Student Experience Initials and Date. • Vice President of Student Success Initials and Date. • Vice President of Administrative Services Sign and Date. Once the contract is completed and signed, Student Engagement will send a completed contract to you and the vendor for their records. Once the vendor is approved and a contract is on file, the payment process begins. Lisa Gutierrez will complete the payment. TIP All approved contracts must be submitted to the contracts Repository through Service Now CONTRACTS
Now that you have a confirmed date, time, location, and completed contract, it is time to pay for the supplies and non-vendor food. Contact Lisa Gutierrez at least three weeks before your event to coordinate the ordering and purchasing of supplies and food. GROCERY STORE ORDERING All supply and food orders will be placed by Student Engagement for in-store or curbside pick-up. The organization’s pick-up person will be listed on the order. There are several local locations where orders can be made, such as Sam’s, Kroger, Walmart, HEB, and Target. The guidelines for this are below: • Email the ORDER SPREADSHEET request and ensure that your RSO Advisor has approved the request to Lisa. It should include links to the specific items, the pickup date and time. This will ensure that your organization is receiving exactly what you requested. • If an item is unable to be ordered, you will receive an email with other options or asking how you would like to proceed. • Once the order is completed, you will receive a follow-up email with the order confirmation receipt and further pick-up instructions. • You can go to a location within the Tomball four corners city limits and we’ll purchase the items for you. Schedule a time with Lisa to meet you at the checkout to pay for your purchase if you would like to make in store purchases. • For curbside pickup please text Lisa at 832.764.2209 with the color of your vehicle and the spot number; she will check you in. • Once the order is picked up, text, email, or call Lisa to confirm that the order was received. • Contact Lisa if there are issues with your order. Call 281.401.1820 office or 832.764.2209 cell. SUPPLIES PAYMENT SUPPLIES NOTE! Remember to contact Lisa or Student Engagement at least 3 weeks before the event to order supplies and food. ! PURCHASING
ONLINE STORE PURCHASING To order supplies from Amazon, Enhanced Laser Products, Staples, or any approved online vendor, contact Lisa at least three weeks prior to the event to ensure proper shipping and arrival time. The guidelines for this are below: • Email the ORDER SPREADSHEET request and ensure that your RSO Advisor has approved the request to Lisa. It should include links to the specific items, the pickup date and time. This will ensure that your organization is receiving exactly what you are asking for. • Once the order is completed, you will receive a follow-up email with the order confirmation receipt and further pick-up instructions. • When your order is delivered, you will receive an email that your order has been delivered and you can come pick it up from Student Engagement. Events Under $500 Should be submitted to Lisa Gutierrez at least two weeks prior to your event. All online store purchases are required three weeks prior to the event. Events Over $500 Require additional approvals and must be submitted to Lisa two weeks prior to your event. All online store purchases are required three weeks prior to your event. Events Over $4,999 Require a TEA and requisition to be entered. Contact Lisa at least four weeks prior to your event to start this process by entering both the TEA and requisition to pay the vendor. Requests submitted less than four weeks prior could lead to delays in payment. SUPPLIES PAYMENT
Every event is made better with food. If you’re thinking of having food at your meetings or events, there are some guidelines you need to follow. ON CAMPUS The organization may order from any restuarant that will provide the best value and meets the needs for the activity/event. Please Provide information for any catering meal group meeting: • Meeting agenda • Attendance from the meeting • Itemized receipt This information is important to provide to Student Engagement so that Lisa can attach it to all purchasing OFF CAMPUS Eating off campus for lunch or a meeting is allowed. You can eat at any restaurant as long as there isn’t “Bar” in the name and you can also use allocated funds. CATERING FOR EVENTS Please provide Student Engagement with the following: • Itemized receipt • Description of activity • Attendance scans/all student ids who attended the event/activity EVENT GUIDELINES • Make sure all trash is placed in trash bins, and the location is in the same condition you found it in. • Student organizations hosting an event must provide linens, table clothes, and table skirts, etc. • Caterers will not have access to a kitchen area, so make sure that your requests account for this. HOW TO PAY For purchases under $2499 transaction limit, you may use a One Card to pay for these transactions. • For purchases that exceed $2499 transaction limit, a purchase order is required (splitting orders is a violation of one card policy.) • Lisa Gutierrez is responsible for all RSO’s purchases with One Card and PO’s. • Contact Lisa Gutierrez to make the payment. FOOD SERVICES NOTE! The organization may use any restuatant that will provide the best value and meet the needs of the acivity/event ! FOOD SERVICES
Events are a great way to connect students and the community. Marketing your event is important so it exceeds attendance. whether it is on campus or in the community. When hosting an event at LSC–Tomball there are several ways to get the word out and people to help you. OFFICE OF STUDENT EXPERIENCE The Division of Student Success and RSO’s must complete the Marketing Request Form. Completing the form ensures that the Office of Student Experience has all the information needed to complete your request in a timely manner. Production time will vary depending on the number of projects in the queue. Please be sure to complete the form at least three weeks before you plan to start marketing your event. If you need help coming up with a design theme or how and where you can post, contact the designer in the Office of Student Experience. COMMUNITY EVENTS RSO’s that want to market their event to the community need to include this on the marketing request. When filling out the marketing request form, include it on there in the “Other information we should know about” section that you need to have this marketed to the community. These graphics will need to be approved by the graphic designer first. Then they will be shared with College Relations who will post them publicly. #lsctengage MARKETING TIP! It is recommended that you have a clear, overarching theme when advertising your event. ONLINE SOURCES OFFICE OF STUDENT EXPERIENCE MARKETING REQUEST MARKETING YOUR EVENT
VOLUNTEERS Do you need volunteers? Volunteers can be a crucial part to ensuring that your event is successful. You have three options for volunteers. • Student volunteers and or student leader volunteers. Contact Shannon Marino in the Office of Student Engagement at [email protected]. • Student Success volunteers. Contact Laurie Taylor in the VPSS office at Laurie.Taylor@ lonestar.edu. • Campus volunteers. Contact Jennifer Richardson at [email protected]. Remember, if you have volunteers at your event, thank them and show gratitude. They are using their time to support your event. DAY BEFORE EVENT • Confirm with Office of Technology Services (OTS) on all Audio Visual requests. • Confirm room set up with Sandra Moye in College Relations. • Ensure that you have all supplies in hand, packed, and ready for the event. Have you sent your volunteer schedule to your volunteers? DAY OF EVENT • Make sure your supplies and volunteers are in place. • Clearly communicate expectations to all volunteers and staff who are working the event. • Make sure the area is cleaned up, and any borrowed equipment is returned at the end of the event. EVALUATE THE EVENT AND PROCESS • What went well? • What areas and processes could be improved? • Note changes to refer to for future events? FINAL TOUCHES OFFICE OF TECHNOLOGY SERVICES Lisa Gutierrez, Coordinator [email protected] 281.401.1820 STUDENT ENGAGEMENT Sandra Moye, Event Coordinator [email protected] 281.357.3787 COLLEGE RELATIONS ADDITIONAL RESOURCES