Planning an event for the Kenyon community? Check out some of the tips provided here on how to reserve a room on campus, post an event to the Kenyon calendar, advertise, and more!
What is the purpose of your organization? How can that be demonstrated programmatically?
What is going on currently on campus that might be effecting your organization and/or its purpose (i.e.- finals, allstu debate, etc.)?
Who is your target audience? What would your audience respond to?
What is the goal of your event? What would you like to accomplish through this event?
What is realistic when you consider location, etc.?
Check the Kenyon calendar for events already planned. What day/time works best for your intended audience? Would a certain day/time exclude people?
What are your space needs? How many people do you anticipate attending and how much room will they need to participate in the activity? How should you arrange the space? If your event is outdoors will you need a rain location/date?
Does a department, CA, or student organization have resources you can share that would help in the planning and execution of the program? Would partnering with another person/group enhance the experience and/or the number of participants?
Determine your current budget and be realistic about costs. Things to consider: supplies, food/snacks, travel, maintenance, marketing, rental equipment/AV, co-sponsorships, etc. Be sure to consider whether the program is worth the cost per person.
Outline all essential decisions/activities that need to be made before, during, and after the event:
Before the event: (see steps 1-9)
Day of the event: confirm all requests; last marketing pitch; have participants complete an evaluation; coordinate/confirm your volunteers and their assignments
After the event: leave the space as you got it - clean up!; send thank yous; compile evaluation results; assess strengths and areas for improvement
Remember to include who, what, where, when and maybe even why/how? Post your event to the Kenyon calendar (sign on with your email username and password).
Things to consider: Maintenance request, sound tech request, purchase supplies, confirm volunteers, reserve caterer, room setup, travel waiver and rosters (if off-campus).
Things to consider: Return resources and equipment, review the event with attendees, partners, etc. to determine strengths and areas for improvement, send thanks you’s to sponsors, helpful individuals/departments, etc.
The Parish House is owned, supported, and maintained by Harcourt Parish, an Episcopal congregation in the Diocese of Ohio.
Fee Schedule: $20 per Kenyon College event (All users are required to submit a $100 refundable cleaning deposit.)
Parish House Reservations: To make a reservation request, please email email@example.com. Requests should be made as soon as possible, at least two weeks prior to the event.
Student Group Reservation Policy: Two members from each student group reserving the Parish House for an event must attend a training session on proper care and cleaning and care of the space prior to reserving the Parish House. A training session is held at the beginning of each semester. Contact firstname.lastname@example.org for training dates.
During the academic year, individuals and groups who would like to use most spaces on campus must make a reservation following the steps outlined on this page.
Kenyon Reservations is the new event management system, a one-stop shop for reserving Kenyon spaces and requesting services for events. Kenyon Reservations can be accessed on-campus at events-reservations.kenyon.edu or off-campus through remote log-in.
Effective on August 7, 2015 faculty, staff and students may access this user friendly online system to reserve spaces and request related services (including audio/visual, custodial and maintenance). This will be the exclusive method for making space reservations, replacing ReserveIt. Kenyon Reservations allows users to browse for available spaces that suit their needs by filtering for room capacity, features and available times. Requesting space is as easy as logging in, which means no more phone calls and emails to determine whether a space is free and appropriate. Services, such as Sound Techs, can be requested at the same time as physical space.
The contents of every advertisement should contain the following:
· Name of the event
· Date and time
· Price, if any
· Sponsoring organization
Emails to the student body are a cheap and easy way to advertise, but don't be afraid to think outside the box either! Try multiple forms of advertising in order to reach different groups of students. Facebook events, sidewalk chalk, and candy handouts are some other examples.
1. Emails to use: email@example.com, firstname.lastname@example.org (this is only for college business only, so use it sparingly), email@example.com. Remember, sometimes less is more. Duplicate messages to allstu and student-info are strongly discouraged.
You may also think about informing the Kenyon Collegian, WKCO, or the Public Affairs Office about your event. Publicity for open events intended for off-campus newspapers and radio stations should be channeled through Public Affairs. If the event is newsworthy, they may seek your help in arranging press coverage.
Print color copies of posters or flyers, or get table tents made on thick paper so they stand up! Submit orders at least one week in advance. For more information call the print shop at X5251.
1. Put the following information on your flyer: sponsoring organization(s)/fund(s)/department(s), date, time, location.
2. Print a copy and proofread!
3. Send the finalized proof to firstname.lastname@example.org with all the details of your print job: account number, number and type of copies (colored paper? Heavy paper? Half-fold for table tent?)
4. Pick up your order at the print shop, located next to the package pickup doors of the Kenyon Bookstore.
Contracts must be signed by an Office of Student Engagement staff member — no student should ever sign a contract!
1. Contact the appropriate agency to work out the date and tentative price of event/service. Always inform the agency that the agreed price is dependent upon approval from the college. No student name can go on the contract. An official from the college, usually the director of student engagement must sign the contract.
2. The agency should send the contract to person who contacted the agency. When there is not an agency involved, generally the performer does not have his/her own contract. In this case, you can pick one up in the Office of Student Engagement..
3. Set up an appointment to review the contract with Kim Wallace (email@example.com).
4. The Office of Student Engagement representative will either approve it by signing it or discuss any further steps that are needed.
5. When the contract is signed, an accounting form needs to be filled out in order to begin the payment process. Paid performers/speakers must also submit a completed W9 form. Both the contract and W9 form must be attached to a budget transaction form and submitted in the Office of Student Engagement AT LEAST 4 weeks in advance of the event in order for checks to be cut on time.
Recognized student organizations have the ability to request use of Kenyon College owned vehicles for their approved off-campus travel. To request use of a College-owned vehicle, please visit the College Vehicle & Transportation page. All requests must be submitted seven (7) days before the vehicle is needed and the organization must provide drivers who have completed the Drive Certification process. Please note that transportation requests (and communication) are not viewed outside of regular business hours.
The Office of Student Engagement has equipment which can be rented by student organizations, students, and campus departments. Most equipment is free of charge, but some have small fees associated with use. Equipment is reserved on a first-come, first-served basis and requests must be made at least 2 business days in advance of pick-up. Failure to submit a rental request at least 2 business days in advance will result in a $10 late request fee. Please be sure to read the terms and conditions at the end of the reservation form for additional information.