Overview of Event Planning

As student leaders, you have  committed to an important role that will help to make F&M a great place to live and learn.  This information has been developed to assist you in effectively and efficiently leading your organizations.  It outlines College policies and procedures and contains helpful information to guide student organizations through all aspects of budgeting, fundraising, and event planning.   

 

How to Register Your Event and Reserve Your Location

ALL student events (meetings, lectures, workshops, gatherings, parties, formals, and other events on campus) must be registered via the 'Student Event Registration'.  You can find this on Inside F&M under the Campus Services tab on the left hand column under Quick Links. The online form can also be filled out here.

Reserving Classrooms / Meeting Spaces:  Students must reserve their location for these campus events via the Reservation System. The online Reservation System can be accessed here.

Large Venue Locations:  All student requests for a Large Venue Location must go through the "Register Student Events" form.  That form can be found here.  Questions should be brought to either the Office of Student Engagement & Leadership or the Office of Fraternity & Sorority Life.

*Note: Completing this form does NOT mean your reservation for the location is automatically confirmed!*

  • The "Register Student Events" form should be submitted two weeks prior to your event to ensure the space can be reserved.

  • Please review the above section titled "How to Start Planning an Event" for important information to consider when submitting the "Register Student Events" form.

  • For a complete list of venues which are considered "Large Venue Locations" please click here.

Reserving  1787 & Off Campus Events:  All student requests for an off campus location or for 1787 must go through either the Office of Student Engagement & Leadership or the Office of Fraternity & Sorority Life.

  • Clubs and organizations should email their request to osel@fandm.edu and include the following: name of event, a contact person's name and number, the time and date of the event, any needed set up/tear down time, whether or not there will be alcohol present (specify if cash bar or BYOB), the number of attendees, and if you want your event listed on the College event calendar. You should receive a confirmation email if space is available. 

  • Fraternity and Sorority Life events should  email their requests to Stuart Umberger, Director of Fraternity & Sorority Life.

  • Students holding a closed event are required to complete a guest list. Guest lists must be sent to osel@fandm.edu

 

 

How to Start Planning an Event

Event Planning: Step by Step 

Click on the above PDF to learn how to start planning your event! 

Budget Planning: Step by Step 

Click on the above PDF to learn how to budget your event! 

Evaluate Your Event 

Fill out this Form to better evaluate your event! 

Form: Click Here

Events with Alcohol

No F&M College funding may be used to purchase alcohol. All students are required to know the college's Alcohol and Drug Policies.

All student events with alcohol must be registered online via the 'Student Event Registration'.  You can find this on Inside F&M under the Campus Services tab on the left hand column under Quick Links. The online form can also be filled out here.

  • All alcohol events should be registered 30 days in advance. No party will be approved without a 15 day advanced registration. 

 

After you submit the 'Student Event Registration', you will need to register your party -

  • Fraternities & Sororities must register their party with the Fraternity & Sorority Life Office 

  • All other student events that offer alcohol must register their party with the Office of Student Engagement & Leadership

Keep in mind, private parties (in your residence) MUST be registered with the Dean of Student's Office and the Party Registration Form must be completed.

 

What Third Party services will your event require?

  • Bartender and Third Party Security

  • Third Party Security Only

  • T.I.P.S. Trainers

    • For clubs and organizations, T.I.P.S. Trainers are event monitors (not permitted to serve alcohol) 

    • When completing the 'Student Event Registration' be prepared to list your T.I.P.S. Trainers

 

Third Party Options

  • M Protective Services (MProtective, LLC Duane Ness)    

    • Security Only  

    • For more information - www.MProtective.com | email: duane@mprotective.com |           phone: 717.840.8800  | facebook: www.facebook.com/MProtective 

  • Good Spirits  ​ 

    • Must have third party security in addition to supporting catering services

    • Third party security for BYOB events only

    • For more information - www.GoodSpiritsLancaster.com |                                                                    email: GoodSpiritsLancaster@gmail.com | phone: 717.371.4849

  •  Chameleon Club

    • ​Catering services (Alcohol - Wine/Beer) - Cash Bar or BYOB only

    • Must have third party security in addition to to supporting catering services

    • For more information: email Nick Skiadas: nick@chameleonclub.net | phone: 717.468.3098 | See forms below (which must be completed for Chameleon Club's live services)

 

 

 

Wristbands

  • Required for all events with alcohol

  • Alert OSEL two business days in advance of an approximate number of guests over 21 in order to pick up wristbands during OSEL office hours before your event

  • Guest lists must indicate the total number of attendees and how many are over 21. They can be handed in upon picking up wristbands or must be emailed to osel@fandm.edu up to one hour before the start of the event

  • Any unused wristbands need to be returned to OSEL the following business day

 

The organization/group does hereby accept full responsibility for the event stated above. In accepting this responsibility, the organization/group will make certain that all Federal, State and City laws, as well as all organization, and college policies are enforced. The organization/group understands that it is required to regulate the behavior of all individuals during the event. The registering organization/group and its leadership will immediately take appropriate corrective action to ensure the health and safety of members and guests. The organization/group understands that failure to abide by all terms of this agreement and all event policies and regulations will result in disciplinary action. The organization/group understands that the event will not be approved or hosted without full completion of this registration form, completion of consultation requirements, and approval by an organizational/group advisor. 

 

Events at 1787

Security is needed when using 1787 during evening hours. 

  • Third party security is required if there is alcohol at the event. 

  • If no alcohol is present, just the club/organization advisor is required. If your advisor is not available, a full-time FPS employee must attend, or contact osel@fandm.edu for a replacement.