(CEAG)Hosting a Large Campus Event

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The Campus Event Advisory Group (CEAG) is a consultative group for Lehigh-affiliated individuals, groups, and organizations that would like to host a new “large scale” campus activity, more complex or unusual campus event.  This group has been assembled to assist Lehigh students as they transform their ideas into activities and events that will positively impact the social and educational environment of the campus.  While serving in an educational as well as an advisory capacity to help students plan successful “large scale” activities, the group has the ability to make recommendations as to the approval or denial of an event proposal.  The Campus Event Advisory Group is charged with evaluating and advising programs with regard to:

  • Conflicts of Interest
  • Event Logistics
  • Fundraising
  • Request to serve Alcohol at a Student Organization Sponsored Event
  • Risk Management, Safety and Security, Legal Issues
  • Tax and Financial Management Issues
  • University, City, State, and Federal Laws and Policies

This proposal process is primarily intended for the following types of “large scale” events:

  • Events held on campus that are developed by University recognized clubs and organizations
  • Events being held off campus that are developed by University recognized clubs and organizations
  • Fundraising on behalf of campus entities or external vendors
  • Individualized events developed by students with supervision by faculty or staff

Basic factors that determine a “large scale” event include but are not limited to one or a combination of any of the following:

  • Contract or agreement
  • Work Orders/Facilities Services
  • Anything involving a Non-Lehigh vendor
  • Multi-day event
  • Multi- campus sponsors
  • Constructing any type of structure for the event
  • Serving of Alcohol

In order to allow sufficient time to develop and prepare for a large scale event, groups or individuals must submit an Event Planning Form via The Linc a minimum of two (2) months in advance of the start date.  The Campus Event Advisory Group will convene four times per semester, generally:

  • Fall Semester: September, twice in October and November
    • November is reserved for the following Spring Programming
  • Spring Semester:  January, February, March and April
    • April is primarily reserved for the following Fall Programming

Event Planning Form Components

Event Name
Organizer(s)
Organizer’s phone number and e-mail
Faculty/Staff Advisor
Please include the following information:

  • Intended core competences, goals, and/or outcomes for the event
  • Description/nature of the event, including dates(s), location and potential impact on Lehigh students
  • Schedule of event including setup, start, end, take-down times
  • Overall projected budget and funding sources
  • Risk analysis:

Risk should not always be perceived in the negative context. When planning an event, consideration must be given to how the event fits within the strategic plan for the university.

  • Identify what the risks are
  • Next, determine what the consequences would be
  • What actions may be taken to mitigate the risk
  • Determine whether this risk is acceptable or not to the organizational group

Form submission:
All information must be submitted on an Event Planning Form via The Linc.  Provided the proposal meets University guidelines and policies, the committee will review the proposed idea and determine if a meeting with the committee is required.  In this case, the committee will contact the organizer with a date, time and location to present the proposal. At this meeting, the committee will assist the organizer in determining how to proceed with planning a successful “large-scale” event. In most cases, if the proposed event is approved, a written list of required action steps will be sent to the organizer within one week following the presentation. We recognize that minor changes may occur once an event has been presented and approved; this information must be communicated to the committee prior to the event taking place.