»1. Before You Start Planning Your Event

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*
*Some exceptions may apply for recognized student organizations with membership numbers 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 the Student Organizations team to review requirements for your event
  • Greek organizations must meet with the Assistant Director of Student Affairs 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 the Student Organizations team to review requirements for your event
  • Greek organizations must meet with the Assistant Director of Student Affairs 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.

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Contacts

Student Organization Assistants
Student Organizations Team
studentorgs@chapman.edu
(714) 997-6761

Jacyln Dreschler
Program Coordinator,
Greek Life
dreschle@chapman.edu
(714) 628-7227

Student Events Advisory Committee

Make your event planning easy breezy! Drop by the Student Events Advisory Committee Open House to meet with campus representatives on Fridays from 12-1 p.m. in the AF Student Union Stage Area.

Come prepared with our event planning form!

Need Event Helpers?

Use Chapman Ambassadors comprised of leaders from the student population. 

Learn More