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.
There are limited spaces on campus where a bonfire may be held. Please see the Ceremonial Fire Permit, which must be signed by Student Activities, Maintenance, and Safety before the bonfire can take place. Additionally, a maintenance order needs to be submitted with details of the bonfire event setup. This should be done at least 2 weeks in advance of the event. Proper rules and fire safety must be followed at all times.
The Parish House is owned, supported, and maintained by Harcourt Parish, an Episcopal congregation in the Diocese of Ohio. Contributions made in aid of the expenses associated with sustaining this outreach service are greatly appreciated.
Fee Schedule: $20 per Kenyon College event (All users are required to submit a $100 refundable cleaning deposit.)
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.
If you need extra tables or chairs, or you need a room's furniture rearranged or removed, you must submit a maintenance order. Make sure you have enough funds to cover this cost - it can be expensive. Submit work orders at least one week in advance, although earlier is better! For more information call maintenance at X5129.
1. Determine exactly what you need from maintenance and when and where you need it. The more detail, the better. This includes tables, chairs, room rearranging, trash cans, outdoor power supplies, etc.
2. Draw a map of the room setup if you think it is necessary (it usually is). You can scan it at the Student Activities Office or drop it off yourself at the maintenance office.
3. Complete a Maintenance Work Order. Be sure to include your name, organization name, account number, exact details of what you need, location, date and time you require setup and tear-down, a phone number/email where you can be reached.
4. Keep in mind that if you need something on a weekend or late at night, you will be paying overtime for maintenance staff. If possible, ask them to set up things before 4pm on a weekday, and if the weekend/night setup can be left until the next day (make sure no one else needs the room in between), ask maintenance to reset the room the following weekday.
The contents of every advertisement should contain the following:
· Name of the event
· Date and time
· Price, if any
· Sponsoring organization
The Student Activities Office is your stop for low-cost, large-scale posters. Our new printer can print full-color posters up to 42" wide. Please submit your order at least 2 business days prior to the date needed. Posters requests may be denied by SAO staff based on content or timeline of advertising.
Posters must be submitted as a PDF file. Once you have created your poster as a PDF, proceed to our online order form to submit your order. You will be emailed when your poster(s) are ready to be picked up in the Student Activities Office.
Sizes and Pricing:
24 x 31- $9 ($6 for student orgs.)
36 x 44- $12 ($10 for student orgs.)
42 x 54- $15 ($12 for student orgs.)
***Posters which excess ink (dark colors, solid backgrounds, etc.) are subject to a $3 up-charge/poster***
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: firstname.lastname@example.org, email@example.com (this is only for college business only, so use it sparingly), firstname.lastname@example.org. Remember, sometimes less is more. Duplicate messages to allstu and student-info are strongly discouraged.
2. Email email@example.com with information about your event. Newscope is released twice a week and can be found on all tables in the dining hall.
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- 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 behind the post office in the Business Services building.
Contracts must be signed by a Student Activities 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 Activities 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 Student Activities Office or download from our website.
3. Set up an appointment to review the contract with Kim Blank (email@example.com).
4. The Student Activities Office 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 Student Activities Office 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 Student Activities Office 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.