PLAN A CLUB EVENT
PLAN A CLUB EVENT
So you want to plan a campus event? We’re here to help! You and your club are responsible for planning and running events. However, we have resources to help you follow campus policies and reach the Ozarks Tech community. If you still have event questions, contact the engagement office at engagement@otc.edu.
Event MUSTS
These items must be completed to ensure your event follows campus policies.
Event and meeting space must be reserved before your event or meeting. We suggest reserving a space at least one month in advance.
- A club advisor has to reserve the event space for the club. A student is not able to reserve space in the Ozarks Tech reservation system.
- Use the employee reservation request link to reserve an event or meeting space.
- After clicking on the link, click the “request a room” button under “welcome guest.” If the advisor already has a login then they should log in instead.
- If the advisor has trouble filling out the room request, contact Angelea Bound at scheduling@otc.edu.
If your club will collect money through donations or sales, you must fill out a fundraising approval form. This form notifies the following people and departments:
- Student Club Advisor
- Office of Student Engagement
- The Foundation
- Finance Office
- Administrative Services Office
After approval, you will get an email notification. The Finance Department will create a web link for card payments and provide a cash box for your event. Please allow 5-7 business days for approval. You cannot host your fundraiser until you receive approval.
If you will have a service provided by an outside vendor, the vendor must fill out a service agreement. Contact Morgan Mcnew at mcnewm@otc.edu for assistance with the service agreement.
Services can include but aren’t limited to:
- Catering
- Balloon garland installation
- Delivery and set up of rental items
- Entertainment (DJs, bands, etc.)
Event NICE TO HAVES
These items aren’t required, but are strongly recommended. These help to ensure your event is communicated to the Ozarks Tech community.
The campus calendar keeps students, faculty, and staff informed about events. This also including those in the Ozarks Tech online community. Marketing and Communications use this calendar to promote events. This is done on social media and in “The Buzz” newsletter.
Clubs should post all events on the Ozarks Tech events calendar at least one month in advance. Use the event tag “student activities” when submitting your event.
Important Note: Posting on the event calendar does not reserve a space. You must reserve the event space separately.
Contact security in advance to let them know about your event at safetyandsecurity@otc.edu if
• Your event is taking place after business hours (8am-5pm)
• Needs special parking permissions
• Parking needs reserved or secured
The Office of Student Engagement will print up to 50 event flyers (8.5×11) for your club per month for free. The posters must include the following information:
- Club name
- Event name, location, date, and time
- Brief explanation of what the event is
- Contact email
- Admission fees if applicable
Posters can be placed on bulletin boards and on side tables or soft seating. Do not hang posters on walls. Posters should not cover other currently posted items. Clubs should remove all posters within one week of the event’s end. Email engagement@otc.edu with a PDF file of your poster design to request prints.
Event TIPS
These items aren’t required and are simply helpful resources that may or may not be used as you plan your event.
Events take a lot of time and resources. Partnering with additional clubs or campus organizations can help ease the load of event planning. Partnering can also help make your events more engaging and creative. Some examples of past partnerships include:
- Counseling Office & Student Engagement: Snowman Days
- Women in Leadership & Student Engagement: Barbieland at OTC Movie Night
- OTC Foundation & Bookstore: Dip Madness Dip-Off Fundraiser
- Women in Leadership & Title IX Office: Healthy Relationships Discussion
- Hamra Library & Student Engagement: Dungeons & Dragons Game Night