Programming an Event

Student Activities strongly recommends that these things be done in order for your event to happen.

General Programs:

• Make a time line for all plans up to and including the actual event
• Reserve space

Location is a key component for any event or meeting. Make sure you call at least 3 weeks in advance to reserve a room for your event.

• To reserve a space at CSB, call Events and Conferences at x5868
• To reserve a space at SJU, call Events and Conferences at x2240

Make sure you identify your set-up needs (number of chairs, tables, media, etc...)

Find out if there is a cost associated with the space.  

• Reserve any needed media equipment
• Reserve special equipment (tents, lights, stage topper, etc.)
• Order food/drink for entertainment hospitality
• Set up plans for potential problems
• Plan publicity and promotion campaign
• Contact Campus Security to let them know the event is taking place
• Line up security for the event, if necessary
• Prepare decorations to create atmosphere (REDUCE, REUSE, AND RECYCLE)
• Complete a contracting worksheet or request that the enterainer send a contract to Gwen Schimek, the Assistant Director of Student Activities and Leadership Development. Gwen Schimek will sign contracts on behalf of the institution. 

Contact Information

Gwen Schimek

Mary Commons 209

37 S. College Avenue

Student Activities and Leadership Development

College of Saint Benedict/Saint John's University

Saint Joseph, MN 56374

Email: gschimeck@csbsju.edu

Phone: 320/363-5755

Fax: 320/363-5006

Contracts are processed weekly on Fridays only.  Please plan accordingly.

Pay close attention to contracts for bigger bands, try to meet all of their needs, but check ahead of time with Gwen (x5755) before agreeing to anything.

Remember, all contracts must be signed by either the Director (Maribeth Overland) or the Assistant Director (Gwen Schimek) of Student Activities and Leadership Development.

• Submit check requests to Business Office (at least one week in advance)
• Fill out an Event Notification Form (from Student Activities webpage)
• Confirm that all space and food requirements have been addressed

What are your responsibilities as the event sponsor?

1. Make initial contact with the performer or speaker you want to hire and let them know that official contracting will be done through the Department of Student Activities and Leadership Development (SALD) at the College of Saint Benedict/Saint John's University.
2. Fill out the contracting worksheet.
3. Reserve performance space
4. Make necessary hotel or room reservations
5. Consider arrangements for any additional hospitality such as food and transportation
6. Complete an Event Notification Form;
7. Pick up the following paperwork from Student Activities when notified:
   • the signed contract               
   • the attached riders
   • the signed W-9
   • the artist’s insurance information -- SALD will request that the artist/agent send the following insurance information to Student Activities one month in advance of the performance:
     • Certificate for $1,000,000 general liability
     • Certificate confirming auto liability
     • Certificate confirming worker’s compensation for all artists/performers/etc.
8. Complete a check request for the amount you owe the artist and take the check request -- along with a copy of all the paper work listed above -- to the Business Office that houses your account.  Payment is the responsibility of the event sponsor, not Student Activities and Leadership Development.  Please note:
   • CSB/SJU does not make any advance payments or deposits.
   • If the artist is not from Minnesota, Wisconsin, Michigan, North Dakota or South Dakota, the state of Minnesota requires that we deduct a 2% Minnesota Entertainment tax from the artist’s fee.
   • Artists will be paid by University check following the performance. 
9. Arrange for any media or other special needs
10. Pick up the check at the Business Office 
11. Have a successful event!
12. Send Thank You’s after the event
13. Complete a Program Evaluation on the Student Activities webpage

Special Considerations for Trips:

• Make a time line for the day of the event
• Complete a Trip Notification Form
• Arrange for transportation 

Contact campus transportation to reserve cars and vans.

• CSB Car/Vehicle Reservation: #5101.
• SJU Car/Vehicle Reservation: #2742

  Contact Mike Juntunen (mjuntunen@csbsju.edu) to reserve a bus through an outside company.

Review the off-campus transportation policy at: http://www.csbsju.edu/sald/club_resources/Off%20campus%20transportation.htm

• Reserve the tickets for event (concert, play, etc.)
• Plan the promotion-give plenty of time
• Make a time line for people attending so they know when the bus leaves, etc.
• Fill out individual liability waivers (available on the Student Activities webpage)
• Sell the tickets (make sure waivers are signed and time lines are given at this time)
• Create a binder for each trip that includes:
  1. List of the people going
  2. Signed waiver of every person attending
  3. Tickets
• Confirm with your staff member 2 weeks prior to the trip

Note: This is only a general list for programming. Each program will have special needs that only have relevance to that program.

View a checklist that help you plan your event.