Resources
Resources provides links and information on planning resources and criteria for events. If you have any questions, please contact Billy Dahlgren (wdahlgren@campus.fsu.edu) Assistant Director for Event Planning.
Resources for Planning your Event
Does an Event fit with an Organization's Mission and Goals?
Organizational events and activities should comply with
the organization’s missions and goals. Review your
constitution to assess whether or not an event is aligned
with your organization’s purpose.
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Contact Person for Events
Someone within the organization needs to be the event
chairperson. This person will be the contact for the
event; they will fill out all necessary paperwork, meet
with the appropriate people, and be responsible for the
event.
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Contracts
If you are having an artist of any kind (music, comedy,
speaker, etc), paid or unpaid, you MUST have a performance
contract. Please contact Billie Pope in the Student Activities
Center, bpope@admin.fsu.edu or
645-6710, for details. See EP.
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Publicizing Events
For help on publicizing your event please see Marketing & Services section of SOS.
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Student Travel
For information on preparing for student travel, please see FSU Tips for Student Travel.
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Resources for Events related Policies
Campus Alcohol Policy
For the Campus Alcohol Policy, please see
http://registrar.fsu.edu/bulletin/undergrad/info/drugs.htm
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What
can A&S fees be used for? What is prohibited?
Please see http://www.fsu.edu/~sga/sgaacct/
for more information.
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Amplified sound policies
Approval to use amplification in the staging areas is
granted by the Director of Student Activities or the
Union Director. Amplification of sound is allowed between the following hours:
- Monday through Friday: 12:00 P.M. and 1:00 P.M.
- Friday: 5:00 - 11:30 P.M.*
- Saturday: 12:00 P.M. -
11:30 P.M.
- Sunday: 3:00 - 7:00 P.M.
- *On Fridays there
cannot be a sound check prior to 4:30 P.M.
Amplification
should be structured so as to minimize the noise level
outside the Oglesby Union Complex. An Events Permit
(EP) is required for amplification of any event.
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Open Dances
Please see Student Organization Services for more information on open dances.
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Chalking Policies
Chalking in the Oglesby Union is permitted only in designated
areas. Please check http://posting.fsu.edu/ for specific locations and information.
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Arranging a Bake Sale
Registered student organizations that wish to
sponsor Bake and Food Sales must fill out a
Food Permit
form and
Event Permit. Only baked foods that are individually wrapped
can be sold. Reservations for a Bake Sale can be made
in the Guest Services Office for tables Monday, Tuesday,
Thursday, and Friday. Please see the SAC table Wednesday
mornings for a table on Wednesday.
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Planning an Auction
In preparation for hosting an auction, you must complete
the following steps in chronological order to have
your event approved:
- Read Section 5, page 30 of the Student
Organization Handbook related to hosting an auction.
(
http://union.fsu.edu/sac/SOH/RSO_Handbook_v7.pdf)
- Complete an Events Permit
(
http://union.fsu.edu/eventplanning/ep.html). You must include a very detailed description
of the auction, including what is being auctioned,
how it will be auctioned, etc.
- Schedule a meeting with Billy Dahlgren,
Assistant Director of Event Planning and Permitting,
to discuss the details of the event. (wdahlgren@admin.fsu.edu or
(850) 644-6673)
Important Details...
- There is a minimal cost for space when any exchange
of money occurs for programs hosted in the Union, Student
Life Center, or Student Services Building. For pricing,
please contact Guest Services at (850) 644-6083
- The Student Activities Center staff or designee reserves
the right to attend the event.
- Failure to follow policies and/or procedure can result
in the loss of priviledges and benefits of being a
student organization and/or can be referred to the
Office of Student Right's and Responsibilities.
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Planning a Game of Chance
In preparation for hosting an event which involves gambling/games
of chance, you must complete the following steps in chronological
order to have your event approved:
- Read Section 5, page 30 of the Student
Organization Handbook related to gambling and games
of chance.
(http://union.fsu.edu/sac/SOH/RSO_Handbook_v7.pdf)
- Complete an Events Permit. Read the
Game of Chance guidelines.
You must include a very detailed description
of the game of chance, including what
games are being played, how they will be played,
how prizes are awarded, etc.
- Schedule a meeting with Billy Dahlgren,
Assistant Director of Event Planning and Permitting,
to discuss the details of the event. (wdahlgren@admin.fsu.edu or
(850) 644-6673)
Important Details...
- There is a minimal cost for space when any exchange
of money occurs for programs hosted in the Union, Student
Life Center, or Student Services Building. For pricing,
please contact Guest Services at (850) 644-6083
- The Student Activities Center staff or designee reserves
the right to attend the event.
- Failure to follow policies and/or procedure can result
in the loss of priviledges and benefits of being a
student organization and/or can be referred to the
Office of Student Right's and Responsibilities.
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Planning a Movie Event
- If you are planning a movie event outside of the Student Life Cinema movie theatre, you will need to reserve space with Guest Services.
(If you expect a large audience, we recommend Moore Auditorium or one of the Union Ballroom.)
- Complete an Events Permit from the Student Activities Center at
http://union.fsu.edu/eventplanning/ep.html
- Secure the “Public Performance Rights” of the film you want to show. Remember, simply having the DVD or VHS does NOT give you the legal right to screen the movie in public. Please refer to the “Public Performance Rights” handout on the website above for more information.
- The rights for many films are available through Swank Motion Pictures. Please go to their website (http://www.swank.com), and search their catalogue for the film you want to show, then contact FSU’s rep, Tracy Hedrick, at 1-800-876-5577, or email her at tracyhedrick@swank.com.
- If Swank does not hold the rights. Please follow the “DISTRIBUTORS” links on the main page of http://movies.fsu.edu to search other film distributors’ catalogues. If you have trouble finding the rights to the film, please contact Kathy Barber at ksbarber@admin.fsu.edu
- If you will be serving food at your event, you must also submit a Food Permit which can also be found on the event planning website listed above.
Important Details...
- There is a minimal cost for space when any exchange
of money occurs for programs hosted in the Union, Student
Life Center, or Student Services Building. For pricing,
please contact Guest Services at (850) 644-6083
- The Student Activities Center staff or designee reserves
the right to attend the event.
- Failure to follow policies and/or procedure can result
in the loss of priviledges and benefits of being a
student organization and/or can be reffered to the
Office of Student Right's and Responsibilities.
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Market Wednesday
For information on planning an event for Market Wednesday, please see
http://union.fsu.edu/market.
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The Rez
For planning an event for FSU Reservation, please see
http://fsu.campusrec.com/reservation/specialevents.shtml.
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