The Campus Engagement Advisory Group (CEAG) is a consultative group that supports Lehigh-affiliated individuals, groups, and organizations planning to host a new or returning “large scale” campus activity, more complex, or unusual campus event.  This CEAG has been assembled to help transform ideas into successful activities that positively impact the social and educational environment at Lehigh.  In addition to serving in an educational and advisory capacity, the Campus Engagement Advisory Group has the authority to approve or deny event proposals.

The CEAG 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
  • Compliance with University, city, state, and federal laws and policies

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

  • On-campus events developed by University-recognized clubs and organizations

  • Off-campus events developed by University-recognized clubs and organizations

  • Fundraising activities benefiting campus entities or external vendors

  • Individual student-developed events supervised by faculty or staff

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

  • A contract or agreement
  • Work Orders/Facilities Services
  • Anything involving a non-Lehigh vendor
  • Multi-day event
  • Multiple campus sponsors
  • Construction of any type of structure 
  • Serving of alcohol

To allow sufficient planning time, organizers must submit an Event Planning Form via LINC at least  one month prior to the event start date.  The Campus Engagement Advisory Group will convene throughout the semester and as a general guideline:

  • Fall Semester: September, October, and November
  • 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:

Event Planning form must be submitted through 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.

For more information or to schedule a meeting with the CEAG please email inceag@lehigh.edu or call (SCO) 610-758-4163 during regular business hours.