Student Event Programming Guidelines

We encourage and support student opportunities to lead and participate in innovative programming and events that are rich in culture, bringing individuals together from various racial, ethnic, socio-economic, and religious backgrounds as well as those with disabilities, sexual orientation, political affiliation, and veterans’ status. The Offices of Student Services and Culture and Inclusion supports the following efforts:

• Co-sponsors programs and events that have clearly defined goals and target specific issues and topics that meet the expectations of the Mitchell Hamline community. (Need pre-approval – Office of Culture & Inclusion/Student Services)
• Provide guidance for programming and events – assist with gathering resources and talent – reaching out to targeted audiences, assist in providing announcements, brochure design, registration, invitations, flyers, space and room reservations. (Office of Culture & Inclusion/Student Services)
• Support and attend executive board and general meetings, provide guidance and support for the organization along with the faculty and staff advisor.
• Provide financial support for expenses not allowed or covered through the SBA and/or sharing sponsorship such as speaker fees, swag and other items and fees not covered by the SBA.
• Work closely with the board and members to select and assign faculty and staff advisors to support and work closely with the organization.
• All communications, programming, events, funding, advertising must be pre-approved by the office of Culture and Inclusion for Affinity Groups, and Student Services for Academic, Profession Political, Sports and Recreational.
• Support executive board members to attend regional and national affiliated organizations conferences and/or annual meetings. (request must first be submitted to the SBA for funding)

Pre-event checklist

Setting the Event

At least 1 month before*

• Check the date with Sharon Van Leer & Debbie Nelson to make sure there are no other events conflicting with your proposed date and time.
• Room Reservation Request contact Sharon Van Leer or Debbie Nelson
  • If looking to reserve the Auditorium, check and reserve 2 months before
• Submit IT Needs form at https://mitchellhamline.edu/technology/tech-request-form/
• Notify Facilities with any room setup requests at facilitiesdept@mitchellhamline.edu
• Confirm multi-media needs (mics, speakers, screens, Zoom)
• Contact and confirm vendors (i.e., guest speakers, performers)
  • Request W-9s and invoices
• Order food for delivery or pick-up with Debbie Nelson (if using CI funding, order with Sharon Van Leer)
  • Order beverages if not provided by vendor, purchase separately.
  • Order gift cards with Debbie Nelson
• Send out RSVP via Signup Genius, Google Forms, Microsoft Forms, etc.

Event logistics

At least 2 weeks before

• Submit W-9s and invoices for vendors to Sharon Van Leer or Debbie Nelson
• Assign people for check-in and clean up (before and after the event)
• Contact Facilities for check-in tables
• Contact Facilities for coat racks
• Create and post Social Media flyers (for Instagram, Facebook, etc.)
• Submit Announcements to The Docket notify Debbie Nelson

Final Confirmations and Reservations

At least 1 week before

• Double check the set up with Facilities department
• Reserve Parking with Security (send names and times to [security@mitchellhamline.edu]
• Contact Debbie Nelson for name tags if needed (clip-on, paper inserts, pens, sharpies, blanks)
• Ask Debbie Nelson for table tents if needed
• Submit a reminder to The Docket – Debbie Nelson
• Send out event details to vendors (time, location, parking, building directions, day-of contact)

Last minute needs

At least 1 day before

• Directional signs (create then print) – notify Security department
• Get paper products (paper plates, silverware, napkins, serving utensils, cups (if coffee, need creamer, sugar, and stir sticks) – Debbie Nelson
  • Or confirm they will be included in the food order
• Contact Debbie Nelson for cooler and ice
• Submit a final reminder to The Docket contact Debbie Nelson