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Student Organization Resources

Student Events Summit

Student Events Summit was created with better communication in mind to better support student planners during the programming proposal process.  The events summit serves three purposes:

  1. Address over saturation of competing student events during peak dates and times.
  2. Ensuring student planners are equipped with the right resources to include logistical details; equipment rental; staffing and security; AV equipment and technical support; catering and confirmation of legal contracts/riders with vendors, speakers, and performers. 
  3. The event Summit Committee serves as the approving body for student-planned events, offering formal approval once all of the logistical details are settled.

Options for Student Events Summit Attendance:

  1. Students are welcome to come to Student Events Summit early in the planning process, in order to gain advice and guidance from the group.
    • Taste of the World is a good example. Student planner attended months prior to the event in order to ask the group what dates may work best for such a large event. In addition, the planner wanted to request Reid Arena, a venue that has special requirements because of the extensive process of laying down the flooring.
  2. Most often students are invited by email to come to Student Events Summit after submitting a room reservation request.

Composition:

Student Events Summit is a weekly meeting with key campus leaders that provide and execute services at student events. Leadership includes:

  • ITS: Frontline Services – Don Herbst
  • Facilities Events Setup – Mike Starr and/or Kris Higginbotham
  • Campus Safety – Nick Calkins and/or Maggie Santos
  • Residential Life & Campus Activities – Bethany Grubbs and two students that serve as Student Organization Consultants 
  • Sodexo Custodial Services – Jim Sisneros
  • If outdoor events are proposed, Grounds – Josh Ortiz
  • If alcohol or catered events are proposed, Catering – Angelina Rice
  • If  the venues are requested: Andy Obringer for the Reid Arena, Shaylan Quinn for Cornerstone
  • If  city permits or policies are in play,  Colorado Springs Police Department Campus rep  

Structure:

  • Student Events Summits are held each Monday from 1-2pm in Worner 212
  • At 1pm, organization program coordinator/rep is introduced to the service providers in attendance and then remain in waiting area until  their event is called on the agenda. 
  • Student Org planner/rep briefly describes their event and has an opportunity to ask questions and make additional request for support.
  • Approval Considerations is based on level of preparation and progress made by the student org planners and their members to include:
      • Funding: Has adequate funding been secured?
      • Safety: Is the safety plan realistic and appropriate? This can involve a combination of professional staff from the College and StaffPro security guards, and the plan must be approved by Nick Calkins of Campus Safety.
      • AV: Is ITS: Frontline Services able to provide the required audiovisual equipment and staff?
      • Event Equipment: Is Facilities able to provide the required tables, chairs, stage, etc? If not, is the event planner able to provide extra funding to rent items from Bruno’s? Does Facilities have the time and resources to set up during work hours? If not, is the event planner able to provide extra funding for overtime charges?
      • Impact to Campus Space: Does the venue manager feel comfortable about the potential impact to the space? Will the space be able to be adequately cleaned before the next event, or before class the next day?
      • Level of Commitment of student organization/planners. Are they able to keep up with the demands of event planning at this time or have fallen behind in their task list?
  • In the instance of non-approval, we always offer the opportunity for the student to change the date or location of their proposed event.
  • Approved events are marked as confirmed in the CC Events Management system by Senior Student Life Specialist Bethany so that events can be adequately tracked and service orders can be generated. Email confirmation is sent to the planners. 


Reserving a Room

It is the student organization's responsibility to reserve a space at least 10 days before anticipated event - this means that the student makes the request and receives a confirmation that the space is available. Student planners are not to enter any contract or agreement until a space for the event is secured and they have participated in the STUDENT EVENT SUMMIT.

Please note that students do not have the authority to sign contracts - persons authorized to sign contracts are college officials: Student Specialist Bethany Grubbs, RLCA Director, and/or Faculty/Staff Advisor (after confirmation that event is approved via Events Summit). If CC SGA funding is used in full or in part to satisfy a contract - a copy of the contract must be provided for budget reconsiliation.  

Reserve a room by:

  1. completing online Room reservation requests via CC EVENTS MANAGEMENT accessed through your CC Single Sign-In
  2. Contacting Lynnette DiRaddo, Worner Center and Room Reservations Manager at (719) 389-6608
  3. You may also contact Residential Life & Campus Activities at (719) 389 - 6800  
  4. If you need modify or add event support and information for an existing event (AV support, catering, room setup, campus calendar details, etc.), refer to your event confirmation email.