This checklist has been created for use by Chapman students and recognized student organizations, and may also be useful for faculty, administrators and staff who coordinate campus events. It includes the policies, procedures, and forms required to organize an event at Chapman University. It also outlines some timelines to help you plan a successful event. This guide will be updated as changes in policies and procedures warrant.
TYPES OF EVENTS - Planning Timelines & Considerations
Major Event
A major event is a program that includes one or more of the below criteria:
- Artists, speakers, or any outside vendors
- Lasts more than one day
- Will use more than one on-campus facility
- Will be held at an off-campus venue
- Includes off-campus guests
- Includes alcohol
- Includes high risk elements
- Has an expected attendance of over 100*
Major events must be coordinated at least 6-8 weeks in advance.
Student organizations: At least 6 weeks prior to the projected date of the event
- Student organizations must meet with a representative from Student & Campus Life to review requirements for your event
- Greek organizations must meet with the Program Coordinator for Greek Life
All Other Programs
These programs do not have the above listed characteristics of a major event.
All other programs must be coordinated at least 3-4 weeks in advance.
Student organizations: At least 3 weeks prior to the projected date of the event
- Student organizations must meet with a representative from Student & Campus Life to review requirements for your event
- Greek organizations must meet with the Program Coordinator for Greek Life
Meeting
This is a classification of a gathering of a department or group’s members.
Meetings must be calendared through 25Live at least 7 days in advance.
Meetings do not require specific review with a University representative unless the meeting includes educational or social program elements which would change its classification until a major event or program.
DEFINITION OF A WEEK
For the above timeline requirement purposes a "week" is a 7-day period which includes Saturdays and Sundays. Weeks during summer session, winter break, and interterm are not included.
Note: Variations to these timelines may be determined by individual University departments.
VIOLATIONS AND CONSEQUENCES
Violations of University policies will be reported to the appropriate administrative department or the Dean of Students. Failure to follow the procedures or to provide critical information about your event to the necessary departments may also result in the cancellation of your event.
