Planning Timeline / Promotions and Publicity / Showing a Movie / Hospitality Policy / Food and Catering / Utilizing the Underground Coffeehouse / Contracts / Risk Management / Organize a Demonstration / Planning a 5K
A successful event takes time and planning. But how much time exactly? The AS Publicity Center suggests 10 weeks of planning when working with the amazing designers. Here are some great tips and a timeline: http://as.wwu.edu/publicity/publicity-guide/
Of course, not every event needs 10 weeks of planning and posters and banners across campus. Here are some other deadlines to keep in mind, based on your event:
6 weeks: Room Reservation on EMS (for a large event)
30 days: Off-campus Event Approval Form due
3 weeks: Contract Payment Request for Speaker/Performer due
3 weeks: Simple room reservation on EMS (including a table for Vendors Row or Red Square)
3 weeks: Submit OrgSync Event form (to be published on OrgSync, AS, and WWU websites)
2 weeks: Catering Exemption form due (if hosting non-catered event)
1 week: Tabling or Vendors Row for advertising the event
Follow the link above for more details on how to promote your event!
Question #1: Is your showing Private or Public?
Private showing: A small group of people getting together in a private space (usually someone’s living room) to watch a movie together. This event is NOT open to the public or announced to the general public.
Public showing: If either of the following exists, your showing is public…
A. The film is shown on-campus (an extension of WA State public space)
B. You advertise to the public by putting up a flyer or announcing this event to a massive email list so that you are no longer just inviting a small group of people whom you know personally. Doing this can also change your living room from a private space to a public space.
Question #2: What kind of permission do I need to show a movie?
Private Setting: None. Watch whatever you want in your own home with family and friends, but remember not to invite such a large group that your home becomes definable as “public space.”
Public Setting: You need at least one of these options to exist…
A. You have contacted a film distribution company and purchased the license to show the film publicly for a limited engagement; this usually ranges in cost from $150 to $800 per event. And “yes,” it is still copyright infringement if you show a film without a license even if you aren’t charging for admission.
B. In the case of independent or educational films or documentaries, you may be able to contact the copyright holder (filmmaker or distributor) directly to secure written permission to show the film at no cost.
C. The film you’re trying to show may be a work in the “public domain,” meaning it is available and open for public use at all times at no cost. These are usually films posted online or educational films in which the purpose is to be shared as broadly as possible.
Question #3: If I’m planning a public showing, who can help me get the permission I need? Talk to the advisor or manager of your organization for this kind of assistance. Also, the Associated Students Productions (ASP) Films office VU 422 can be a resource for helping to track down film distributors.
If you are purchasing food, beverages, and related production costs with Associated Students funds in relation to events and activities, the AS has guidelines you need to be aware of, which you can read online here.
If you are thinking of having food at your meetings or events, and you are not going to use on-campus catering you might need to fill out a catering exemption form. Check out the list below and see if you need to fill out a catering exemption form.
You DO NOT need a catering exemption if:
- If you are spending less than $300 AND the food is:
A: store-bought, pre-packaged, and not prepared by club members, or
B: pizza from a Health-Department-approved restaurant, or
C: potluck-style (everyone brings a dish, event is for invited group members only)
- You are using WWU Dining services
You DO need to fill out a catering exemption if:
- If you are spending over $300 for pre-packaged food or pizza
- If you hope to use a caterer other than WWU Dining services (not usually approved)
Catering exemptions must be filled out 2 weeks before the event date.
Every Thursday is Club Night! If you want to take advantage of the coffeehouse space and stage for you programming and show off your club, contact the AS Underground Coffeehouse Coordinator at AS.Coffeehouse@wwu.edu
If you are contracting a performer, speaker, or other services (DJ, photographer, etc), you will need to complete a Contract Payment Request for Speaker/Performer form so that your advisor may complete an official university contract with you. Once you complete the form, your advisor will contact you with next steps including a quick meeting about the event and payment details.
Some events are more 'risky' than others. Download the Risk Mitigator worksheet, a handy Excel document to help guide you through possible risk factors for your event. Complete an initial draft of this form to be shared with your advisor if your event has significant risk factors of any type: physical, financial, facilities, emotional, or reputational. You and your advisor can discuss ways to mitigate those risks and create a finalized version of this form.
A demonstration, or campus protest, is a welcomed avenue for students' voices to be heard. However, we do ask that you follow proper procedures and policies and we are here to help! First steps are to reserve space, mostly commonly an exterior space request (e.g. Red Square), through EMS and then to meet with your advisor. Since each event is unique, your advisor will help guide you on proper procedures to assure everyone's safety. Some things to consider while planning include: potential/intended size of your crowd, potential counter protests, potential/intended noise disruptions to surrounding classrooms, and equipment you might need (e.g. tables, sign-making supplies, clipboards, etc). Do be aware that university administration will most likely be present at your event and this is to assure safety for all, help others to understand that your event is supported, and to be present for any questions you might have.
First a foremost, planning a 5K run takes time! This is not a typical event so allow for months of planning to assure everything goes smoothly. Here are some helpful tips:
- First step is to reserve your exterior space through EMS. Be ready to include your intended route (provide a map showing route), where you will be marking the route along the way for participants, where you will have staffing, what tables you might need, and safety precautions (including any road crossings, using reflective vests, etc). You can also submit that information directly to Shalom, the Event Services Manager, before or after meeting with her in person. Your request will need to be reviewed by campus police as well before your reservation is confirmed.
- If you intend to have children under the age of 18 (not Western students) present at your event, work with your advisor to follow procedures around having kids on campus.
- If you're intending to raise money for your event, whether for your club or a non-profit organization, please sure to complete the Fundraising & Donations Authorization Form found under Forms in your portal.
- If you would like to collect registration fees online, submit the eMarket Site Request Form to set up a form through Western.