Candler Student Organization Event Planning Policy


All Candler Student Organization events must be approved by the C3 secretary and vetted by Office of Student Programming before they may be listed on the Student Organization Planning Calendar or published on Candler’s Events Calendar.
Student Organizations submit events to the Student Organization Planning Calendar beginning:

Student Organizations are asked to follow the steps below when planning and submitting an event onto the planning calendar.
Step 1:
CHECK SPACE RESERVATION SYSTEM TO DETERMINE IF THE SPACE YOU WANT IS AVAILABLE

If event is a meeting only with no food or extra set-up required, skip to Step 3.
Step 2:
If food or extra set-up is required follow the guide below.
Events at which food is served (breakfast, lunch, dinner, snacks):

Groups hosting events at which food is served are asked to perform the following tasks as a part of good stewardship of the building:

If the hosting group cannot perform the tasks above, they are asked to request custodial service in the “Submitter Request for Additional Services” field on the Planning Calendar form. The organization’s smart key number is required. A charge of $29.96 per hour will be charge for custodial service Monday – Friday until 10:30 p.m. and $159 for a four-hour minimum after 10:30 p.m. on Friday, on Saturday and Sunday.
If an event/meeting is followed by a class in the reserved space, the event host is asked to end the function and vacate the space 15 minutes prior to the class start time. The responsibilities of the event host during the 15 minutes between the end of the function and the beginning of the class are listed above if food is served during the event or furniture is moved and needs to be re-set to classroom style.

USE THE STUDENT ORGANIZATION EVENT SERVICE CHECKLIST TO HELP PLAN EVENT LOGISTICS. This document is located in the Student Organization Officers section of the Events Office website.
Candler Student Organizations are responsible for ordering event services directly with suppliers no later than 4 weeks prior to an event:

Step 3:
SUBMIT EVENT FOR APPROVAL USING THE PLANNING CALENDAR FORM

Step 4:
EVENT APPROVAL PROCESS