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Student Event Planning

Step 1: Secure Space

Student Organizations looking to hold an on-campus meeting or event should request space using Book-It, TCNJ’s centralized scheduling system for on-campus events. Video tutorials are available to help your organization submit an event request. Student Organizations will select an Event Tier to submit their request based the timing required for an event space and service providers.

  • Submit requests in advance according to the Event Tiers. You can’t have an event without a space!
  • Your start time and end time should also include when your group will be setting up, decorating, and cleaning up.
  • Have a backup plan if the date, time, or space you requested is unavailable or if there is inclement weather.
  • Book-It opens for the entire campus on August 1st for the academic year. Student organizations have a priority request period for Brower Student Center spaces starting on July 15th.

Reservable Spaces

Student Center Spaces Other Campus Spaces

Event Tiers

Tier 0 Tier 1 Tier 2 Tier 3
General classroom request Small or low profile events requiring limited to no resources from outside the event venue Events that require campus resources in addition to those available from the event venue
Major or high profile events that require extensive planning and execution

Request Timeframes

Tier 048 Hour Minimum

General classroom request in any academic building.

Tier 1 – 10 Business Day Minimum

Tier 1 event requests are smaller, low profile events that require little to no resources outside of the actual event venue. They include the following:

  • Events or Vendor Tables located in the Brower Student Center meeting and event rooms, excluding the Event Center (Room 100)
  • Events outside of the Brower Student Center that do not require any additional chairs, tables etc.
  • Events outside of the Brower Student Center that do not require additional space administrator permission
    • Library Auditorium, Business Building Lounge, and Bliss Hall Lounge require additional permission and are therefore considered Tier 2 requests
  • Outdoor events that do not require additional college resources (chairs, tables, electricity, signage, etc.)

Tier 2 – 20 Business Day Minimum

Tier 2 event requests are for events that require campus resources in addition to the venue being reserved. They include the following:

  • Events in spaces that require additional space administrator permission outside of Brower Student Center personnel
    • Examples: Library Auditorium, Business Building Lounge, Bliss Hall Lounge
  • Events outside of the Brower Student Center that do require any additional chairs, tables etc.
  • Outdoor events that do require additional college resources (chairs, tables, electricity, signage, etc.)
  • Events in larger rooms including but not limited to Education 212, Business Building Lounge, Brower Student Center Event Center (Room 100), and Library Auditorium.

Tier 3 – 30 Business Day Minimum

Tier 3 event requests are for major, high profile events that require extensive planning and execution. They include the following:

  • Events that require the services of more than one campus service provider (Operational Services, Building Services, Campus Police, etc).
  • Events taking place in any performing arts venue including Kendall Hall Theatre, Mildred & Ernest Mayo Concert Hall and the Don Evans Black Box Theatre.
  • Events taking place in Athletic facilities including Packer Hall and Student Recreation Center.

Book-It Tutorials Make a Reservation


Step 2: Planning

Once you’ve secured your date and time, you can begin creating a timeline to coordinate logistics including set-ups, advertising, and task timelines to complete other aspects of your event. It can be helpful to work backwards from your event date.

  • Communicate set-up, equipment, and parking needs to studentevents@tcnj.edu. Monitor your email to respond to Client Info Request messages from your event coordinator.
  • Consider ways you’ll advertise to reach your target audience. Submit a posting request for flyers, banners, This Week @ TCNJ, Digital Signage, and other advertising mediums.
  • SAF funded events must be posted on the Roar App. It’s also a good form of publicity.

Posting Requests Roar App


Step 3: Funding and Supplies

Developing a budget and list of supplies for your event go hand in hand. If you have a limited budget, you might prioritize certain supplies over others. If you’re requesting a budget, knowing what supplies you want allows you to have an estimate.

  • Student organizations can request funding and some equipment through the Student Finance Board.
  • Reference the Food Guidelines if you plan on having food at your event.
  • Review¬†the Fundraising Policy if your event involves fundraising or the exchange of funds.
  • Reference Copyright Information page if your event involves copyrighted material such as showing movies or TV shows.

Student Finance Board Fundraising Policy Food Guidelines


Step 4: Risk Reduction and Paperwork

All events have an inherent risk, but depending on the nature and scale there may be additional steps and forms to complete. Consider how you may reduce risk as part of your event planning.

  • Campus Police may be needed for your event depending on attendance and other factors.
  • Activity Release Forms should be completed by participants before engaging in activities that have an inherent risk (inflatables, rides, etc.)
  • Fire Safety Permits, Requirements, or Waivers are required for events with candles, grilling, helium tanks, tents, outdoor structures, and other fire safety concerns.
  • Review Event Planning Forms and Requirements if your event may include the following or other risk considerations: contracts for speakers/vendors/rental companies, color powder activities, minors in attendance.

Event Planning Forms and Requirements Participant Activity Release Form Campus Police Staffing Guidelines


Step 5: Day of Event

The big day is here! Coming in with a game plan, communicating with vendors, and delegating responsibilities to volunteers from your organization will help things go smoothly.

  • Know your event start and end time. This is when your group and vendors are able to set up, hold the event, and clean up. Reservation time is for campus service providers to prepare for events.
  • Communicate with vendors and guests as needed. If you requested a parking pass, make sure you sent it.
  • Consider how to manage lines and assist students scanning QR codes through the Roar App. SAF funded events require students to check in.
  • Take care of the space. Hang items and decorations safely and with materials that won’t damage surfaces – painter’s tape is a great option and is available at the BSC Information Desk.
  • Leave the space as you entered it. Student organizations are responsible for taking their trash out to the dumpsters. If you moved furniture, return it back to it’s original state.

ROAR Attendance Tracking


Step 6: Reflect and Follow up

The event may be over, but there’s still work to do.

  • Discuss with your organization things that went well and ways to make improvements. If it’s a flagship program, it’s never too late to start planning for next year.
  • Work with your treasurer or finance director to make sure all payments have been made to vendors.
  • Follow through with donations from service events and making sure the organization receives them. If you fundraised for your student organization, deposit in your SFB Fundraising Account.

Important Student Event Planning Guidelines

Event Changes

Organizations that need to make any changes to an event, must communicate this information to the Brower Student Center Student Event Coordinator no later 7 days prior to the booking date. Changes not communicated within this time frame are not guaranteed.

Cancellations

Organizations that need to cancel an event, must communicate this information at least two days prior to the booking date. This includes the rain call for original dates or spaces. Organizations that fail to communicate an event cancellation within this period may still be held responsible for any applicable fees associated with the event.

Fronting

Registered student organizations or college departments may not serve as “fronts” for non-college groups or college departments in order for these departments/groups to gain free or discounted use of meeting space or catering services. To avoid questions of fronting, reservations made by registered student organizations must meet the following guidelines:

  • The event/meeting must be conceptualized, planned, and managed by student members of the registered student organization and must be associated with a documented organization initiative.
  • Any costs associated with the event/meeting must be paid by the recognized student organization.
  • Student Center staff will make the final determination as to whether an event is a student event by considering the nature of the event and potential attendees and the purpose/goals of the recognized student organization.

Liabilities

Student organizations are responsible and liable for the use, care, and condition of any venue, and/or equipment reserved for their events. Organizations are required to leave all venues and/or equipment that they have used for their events in satisfactory condition. This includes but is not limited to removing all trash and decorations related to the event, and returning any moved furniture to its original setting.


Contact Us

The Office of Student Life has many resources available to assist in student event planning. If you require any additional assistance, email studentevents@tcnj.edu and an Event Assistant or professional staff member will get back to you.