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Planning Student Events

Are you planning a special event, activity, or meeting here at Doane? To ensure the best possible service and success for your upcoming event or meeting, here are the steps you will want to follow:

STEP 1 - Pay Attention to Reservation Request Deadlines:

BIG EVENT or MAJOR VENUE -  a minimum of 75 days prior to event

  • Any event that occurs in a major venue (Heckman, Conservatory, Ed/Art 236-242, Fuhrer or Haddix Arenas, etc) and has a contracted performer, speaker, dance/arts, competitions, concert, alcohol, inflatables, etc.
  • Over 100 people in attendance, minors as participants, ticket sales, or dance/arts
  • Special setup/production support (for lights, sound, power, video, etc) needed
  • IMPORTANT: Big events often require additional resources such as technology, intricate set ups, and staff - some of which may be outside of what we are able to reasonably provide. For events that require a contract agreement, extensive set up or technology, or multiple spaces and resource reservations, please start your planning process EARLY by scheduling a meeting with Spencer Munson at least 60 to 90 days prior to the event start date. Spencer’s office is in Perry 132 located on the lower level of the Perry Campus Center. His phone number is 402-826-8271.

COMPLEX/INTERMEDIATE EVENT - a minimum of 45 days prior to event

  • Any event that occurs in a major venue and has performer, speaker, alcohol, inflatables, or special set up needs.
  • 50-100 people in attendance
  • Special setup/production support (for lights, sound, power, video, etc) needed

STANDARD EVENT - a minimum of 14 days prior to event

  • Any event that does not require additional support or a complex setup
  • 50 or less people in attendance.
  • Space and resource reservations (tables, chairs, podium, etc).
  • Set up and operation of audio visual equipment as well as sound checks.
  • Ensure doors are unlocked and parking is reserved.
  • Catering needs.

MEETING ROOM REQUEST

  • A minimum of 24 hours in advance if no resources are needed; a minimum of 48 hours in advance if any special setup (tech, tables, etc) or resources are needed.
  • Some spaces/rooms in 25Live can be reserved via Express Scheduling if no special setup or resources are needed and can be reserved immediately if they are available.

STEP 2 - Contact Student Affairs with basic info for guidance. 

General Student-Run Events - Contact Spencer Munson at [email protected], or call 402-826-8271.

Greek Life Events - Contact Spencer and also include Eden Diehl in the communication. Email: [email protected], or call 402-826-8405.

STEP 3 - Develop a budget, marketing plan, and think about liability for the event.  

Email Spencer Munson or Deb Sherard in the Student Affairs Office or call at (402) 826-8111 to learn how they can assist you in developing a budget and marketing plan for your event.

If your event has a participatory activity such as a bounce-house, mechanical bull, team or individual sport, or other physical activity, please have all participants fill out and sign this document and keep it on file.

STEP 4 - Reserve your room/space in 25Live®

25Live® is Doane University’s new event scheduling software system that simplifies the process of reserving spaces and resources for your on-campus student organization events, group activities, conferences and meetings. This tool replaced Active Data effective August 1, 2024.

All Doane students who will be scheduling events need to complete 25Live Getting Started - Login & Update Contact Info in order to access the 25Live system.  This will allow the Event Services department to assign any events that you may have previously scheduled, as well as allow you to create, edit and get alerts about your upcoming events.

Within 25Live you can now:

  • Think through all the details of your event in advance! From determining the best room setup/layout for your event, reserving av equipment, reserving parking, putting your event on the public calendar (or not), starting your food or drink order, and more… 25Live asks the questions to help you plan a successful event.
  • Complete your Student Affairs Risk Assessment Form for your event ELECTRONICALLY! - A Risk Assessment Form should be filled out for ALL events that your organization hosts throughout the year including, but not limited to, community service/philanthropy, academic programs, personal/professional development, social events/functions, events with your alumni, fundraisers, etc. If you’d like to do it the old fashioned way (by paper), you can download the Risk Assessment Form here.
  • Upload your event flyer or poster (in PNG or JPG file format) directly into 25Live and get it approved quickly.  The Student Affairs Office must approve ALL potential Flier/poster postings. Approved fliers and posters will receive an approval stamp. This stamp must be on all copies of displayed fliers/posters. It is strongly recommended that you wait for this approval before making copies. You can still go old-school, and email the poster as a PNG or JPG file format to [email protected] with the email subject “Poster Approval Request”. Full Posting Policy.
  • Get your food order started from within 25Live. By answering a few simple questions about if you will be having food, snacks, or beverages (yes, even alcoholic ones) at your event within the 25Live reservation system, our on-campus food service vendor, Fresh Ideas, will be informed of your request and an email will automatically be generated to start the communication process between you and Fresh Ideas. 
25 LIVE EVENT REQUEST FORM

We have put together the following Training Guides to help you with your reservations and scheduling.

The Division of Student Affairs and Event Services are here to help plan your event, and we work closely with IT, Custodial, Registrar, Food Services, and Public Safety on your behalf to help ensure that your event is a great experience. 

Questions? Need help navigating 25Live? Don’t hesitate to contact the Event Services department directly at [email protected].

STEP 5 - Feed the People!

Does your event include provisions such as food, snacks, or beverages? It is mandatory that all food orders for campus events be placed through Fresh Ideas. Fresh Ideas has first-right-of-refusal for supplying meals and snacks at all Doane campuses. Any external food items, such as pizza, donuts, snacks, or drinks, are prohibited unless approved by Fresh Ideas. The Fresh Ideas team is highly cooperative and will collaborate with the entire event planning team to ensure the culinary success of your event. 

By answering a few simple questions about if you will be having food, snacks, or beverages at your event within the 25Live reservation system, our on-campus food service vendor, Fresh Ideas, will be informed of your request and an email will automatically be generated to start communication between you and Fresh Ideas. For further information, please contact them directly at [email protected]. 

Want to have alcohol at your events? No alcoholic beverages may be served or provided at any event unless approved by the Office of Campus Engagement and the host organization complies with the protocols below. 

  • At an approved on-campus or off-campus event, licensed third party vendors are required for alcohol service and are the only parties allowed to serve and distribute alcoholic beverages at an event to students.
  • Students must be of legal drinking age, with proof of a valid ID, and third party vendors must provide designated wristbands to identify minors and "of age" event participants. ALL attendees must wear a wristband. 
  • All contracts for vendors must be approved and signed by the Office of Campus Engagement. 
  • More information regarding Doane’s social policy can be found in the Student Handbook Section 3.03.

STEP 6 - Finalize the details, make edits, and confirm your event.

Events can be held in a “TENTATIVE” state until all information has been received so that you can continue to make edits and changes to your event. Unfortunately, events held in a TENTATIVE state will NOT appear on any public calendars (including Doane.edu)  until they are moved to a “CONFIRMED” state. 

14 days prior to your event, you will receive an email alerting you that your event is coming up and what state it is being held in.  

Events will be moved to a “CONFIRMED” state a minimum of 7-10 days prior to the event and can NOT be edited without contacting the Event Services department directly by phone 402.826.6775 or email [email protected]. 

HELPFUL LINKS:

Student Leader Handbook

Student Organization Toolkit