Events

To better understand the requirements of your event, start by answering the following questions:

Campus events vary widely, from a student club meeting, to a Pool Hall tournament, or a weekend long symposium. Determining the type of event you are planning will inform your working timeline, space requirements, and preparation needs.

How much time will you need to plan?
The scope of your event will determine how far in advance you need to begin planning. Review the following time considerations and work backwards from your desired event date to determine your working timeline:

Action	Deadline
Submit event registration in IRIS (must be completed before all of the steps listed below)	At least 5 business days before the requested event date
Receive approval from required campus offices (e.g. Community Safety, Facilities, etc.)	At least 2 business days before requested event date
Submit catering requests to Bon Appetit	At least 14 days before requested event date
Meet with Student Engagement about vendor contract needs	At least 3 weeks before requested event date
Submit payment requests to Treasury	At least 2 weeks before requested event date

Who are you inviting?

• Will your event be open to students, faculty, staff, or only members of your student club? 
• Will your event budget limit the number of allowed participants? If so, would a sign up sheet help to track the number of attendees? 
• Please note that opening an event to off-campus guests requires prior approval from the Office for Student Engagement, and in some instances, from Community Safety.

Where will you hold your event?
Consider activities, the number of attendees, audiovisual requirements, and overall accessibility of a space. To familiarize yourself with the various campus spaces, visit the Campus Venues & Meeting Facilities web page. Use the following resources to determine if a space is available during your desired date and time:

• Reed EMS Online Room Schedule (Please make sure you are on Reed’s wifi when visiting the site. Select view by ‘location’ and change the filtered date as needed.)
• Student Union Calendar

When should you schedule your event for?
In addition to room availability, consider when other events or academic programs may be happening on campus. We advise checking the Academic Calendar and the Reed Campus Event Calendar before choosing your potential event date. If another event overlaps with your target audience, then consider selecting a different date.

Are you working with a group?
It’s important that all members share the same vision and goals for the event. Consider answering the prior questions together. It is also important to discuss how to best delegate responsibilities in an equitable and achievable manner.

Other Quick Planning Tips

• Start planning early: The more time you leave yourself to plan, the more smoothly things will run.
• Set goals: Think about what you’re trying to accomplish, who your target audience is, and what other events on campus might be happening during that time.
• Consider collaboration: Working with other student groups or departments can look different depending on the event you are planning. They can contribute funds, assist with planning, or just spread the word.
• Delegate tasks right away: Agree on who’s responsible for what and when it should be done by. Write it down, set clear and manageable deadlines, and check in with one another regularly.
• Think about accessibility: Consider guests who have a disability. How will you budget for accessibility needs? Do you plan to communicate access information for your event? Does your event ask people to sign-up, and if so, do you mention accommodations needs? Review the following section 'Accessibility Considerations' for more information.
• During the event: Keep your phone on you at all times and make sure you have the contacts of anyone contracted or vending at the event.

As the event organizer, you are responsible for creating an event that is welcoming and accessible to all community members. When planning, consider how your event will impact students with disabilities, what are the potential barriers to participation, and how accommodations will fit into your planning timeline and budget.

Review the following questions:

• How will you assess the accessibility needs of those attending your event? 
• Is there a way for participants to communicate or ask questions about event accessibility prior to the event?
• How will you communicate access information to attendees? 
• Is there a way for attendees to provide feedback post event?

Here are some ideas for how you can make your event more accessible:

Advertising and Communications

• Include accommodations in your event advertisements and/or online event description.
• Provide a way for participants to reach out to event organizers with their questions or concerns about event access.
• If utilizing a sign up form, provide space for participants to share their accessibility needs.
• Create a way for attendees to provide you feedback, such as a post event survey.

Location

• Consider what buildings, rooms, or outdoor areas on campus are accessible to all students. Use the Reed College Map to check for accessible pathways and building entrances (please note that you must select the Accessibility feature on the map key).
• Provide downloadable or printed copies of the campus map to participants prior to the event.
• Communicate with participants where ramps and accessible entryways are located.
• Ensure that the entrance and the spacing of tables and equipment allows for clear pathways.
• If your event includes a transition(s) between various locations, plan for all participants to have a comfortable amount of travel time.
• Specify restroom locations in communications prior to the event.
• If an event is off campus, consider what forms of transportation are available and communicate this to attendees (public transit, organizing a carpool, applying to use a Reed transportation van).

Presentation and Media

• Convert handouts/documents to more accessible formats using SensusAccess Accessible Document converter.
• When possible, have handouts/presentations available prior to the event and in multiple formats.
• When showing a video or media, have captions turned on. 
• When using Zoom, turn on automated captions.

Lighting and Sound

• Always use a microphone or have one available when hosting a lecture, live Q&A, or large meeting - even if you think you may not need one. A microphone can be requested from Sound Kollectiv or A/V services during your event registration.
• Ensure that attendees know about any intense lighting or loud sounds that may occur during the event.
• If you are hosting a concert or ball, consider providing earplugs onsite.

Food / Allergens

• Always communicate prior to an event if food will be served. If possible, share the menu/ingredient list with attendees.
• Consider food options that do not include the top 9 allergens.
• Describe what cleaning supplies are used and if they are free of fragrances and allergens.

There are many more ways to commit to accessibility at your events. If you would like further guidance on best practices you can reach out to Disability & Accessibility Resources (DAR) or the Office for Student Engagement (OSE).

Acquiring funding for your event can be intimidating, especially if you don’t know where to look. Events often require supplies, catering, and decor, which is why it is always recommended that you create a budget. There are a few avenues you can use to find the funding you need, and you should plan to be as thorough as possible when creating your budget to avoid unexpected expenses that have not yet been approved. 

Student Body Funding

• The student body treasurers manage the student body fees that each student pays. They oversee the student body funding process, manage student body funds, and allocate and disburse funding.
• The Treasurers’ office is located in the Student Union upstairs hallway, room 215. Each Treasurer holds weekly office hours for students to ask questions. 
• Treasury Email: money@reed.edu

To Request Student Body Funding

• To be eligible to request student body funding, you must first attend signator training, which the treasurers hold at the beginning of each semester. Training times and details are typically advertised through the SB (Student Body) Info email, which the student body president sends out weekly to all students. If you are unable to attend a training, contact student body treasurers at money@reed.edu to make other arrangements.
• After completing signator training, there are two ways to apply for funding for your student group – through Funding Poll or at a weekly Finance Committee meeting.

Funding Poll

• During the first 2-3 weeks of the semester, the student body receives a list of the clubs that have registered with Treasury to request student body funding. The student body votes for the clubs that they think should be prioritized for funding.
• Based on this poll ranking, the top 40 clubs (in fall semester) and top 30 clubs (in spring semester) are invited to submit a budget and request funding to sustain their clubs for the entire semester.
• Treasury and Senate invite the Top 40/30 clubs to present their budget during Funding Circus (typically the third Sunday of the semester) and make a case for their funding requests.
• Treasury and Senate then allocate funding among the clubs for use during the semester.

Weekly Finance Committee Meeting

• If your club was not included in the Top 40/30 list and not invited to present at Funding Circus, you still have an opportunity to request funding. 
• Each week, Treasury holds a Finance Committee meeting during which any club can present budgets and request funding. 
• Treasurers will make recommendations of allocations based on the budget presentations and fund availability. Senate then votes to approve the allocation during a public Senate meeting.

Student event registration and room reservations are completed via the IRIS student event portal. Events must be registered in IRIS at least five business days before the event date to allow for processing and permissions from various offices.

Registering your event allows you to:

• Reserve rooms and spaces on campus for your meeting or event.
• Advertise your event on the Reed Campus Event Calendar and the Events & Programs Newsletter, delivered to all enrolled students.
• Request audiovisual equipment and setup assistance from Sound Kollectiv or Reed A/V services (in some instances).
• Request room setups, additional furniture and equipment (chairs, tables, buffet tables, waste receptacles, stage setup in the Student Union, barbeques).
• Work with Student Engagement to execute vendor contracts and hire off-campus vendors, such as performers, bands, speakers, and catering services.

After submitting your event registration, you are also responsible for following up with any offices that need to provide prior approval. All approvals must to be finalized at least 2.5 days before the event date or we will be unable to support your event. 

Please use the following steps to register your event:

1. Click on this link to connect to IRIS: IRIS Student Event Registration 
2. Sign in with your IRIS username and password.
3. Click on “Register a new event.”
4. Read over the agreement and click “I accept these terms.”
5. Fill in the pertinent information on the form. All line items must be answered in order to submit your request. (Note that the “Name” field will self-populate based on who is signed into IRIS.)
6. Click on “Register this Event.” 
7. You will receive an email confirming that your event request has been submitted. Progress can be tracked through IRIS, and you will also receive email updates as your event progresses.
8. If your event requires approval from campus offices, then you are responsible for acquiring those approvals at least 2.5 business days prior to your event. Visit the 'Working with Campus Partners & Obtaining Office Approvals' section for more information.

After registering your event in IRIS, the event organizer, Student Engagement, and any other offices that must provide prior approval will be notified via email. However, it is up to you to reach out to each office directly to explain your needs. If you require further guidance on which offices to contact, then please reach out to the Office for Student Engagement.

Office Contact Information:

Office Name	Contact Information	Commonly Required Approvals (but not limited to)
Office for Student Engagement (OSE)	student-engagement@reed.edu (503) 788-6692	All student event requests Vendor contracts
Conference and Event Planning (CEP)	cep@reed.edu 503-777-7522	Room availability & scheduling Room and furniture requests/set up
Residence Life	res-life@reed.edu (503) 777-7536	Use of residence hall spaces
Student Body Senate	warroom@reed.edu	Advertising events off-campus
Student Union Manager	sumanager@reed.edu	Use of the Student Union
Community Safety	community-safety@reed.edu (503) 517-5355	Large scale events Events open to off-campus guests Any safety concerns
Risk Management	risk@reed.edu (503) 777-7788	Use of fire Building of temporary structures Vending on campus Events with risk potential
Grounds	perryz@reed.edu (503) 572 - 8636	Use of lawn areas Building temporary structures
A/V Services	av-services@reed.edu (503) 777 - 7711	A/V equipment assistance in campus classrooms
Sound Kollective (SK)	Online booking form Club directory listing	A/V equipment assistance in the Student Union Assistance in other campus spaces

Many of the rooms and spaces on Reed’s campus have a consistent furniture setup. When deciding which space you would like to reserve for your event, consider if the existing room setup will meet your needs. Depending on the space, a different room setup and/or additional furniture can be requested with Conference and Event Planning. 

Spaces such as the Student Union, Quad and Vollum Lounge have no base furniture setup. The following items may be requested when registering your event:

• Rectangular folding tables
• Round folding tables
• Folding chairs
• Garbage and recycling receptacles
• Stage for band performance (for Student Union use only)
• Propane BBQ (for outdoor use only in approved areas)

To place a request, register your event in IRIS and select yes for ‘Room setup’. Indicate the exact number of each item and the desired arrangement in the space. Please note that your request must be approved by Conference and Event Planning before your event reservation can be finalized.

Sound Kollectiv

Sound Kollectiv, a student-run organization, handles all audiovisual requests for events held in the Student Union. To submit a request, please register your event in IRIS and indicate that you require support under ‘A/V needs’. Select ‘Sound Kollectiv’ and complete the linked Sound Kollectiv request form. Please note that Sound Kollectiv signators must approve your request before your event reservation can be finalized. 

Reed Audio Visual Department

Additional audiovisual support can be requested from Reed’s Audio Visual Department. Please note that this office does not provide event support for the Student Union or Residence Halls. Audio Visual staff are only available for set up support or walk-throughs during office hours (Monday - Friday, 9:00 a.m.- 4:30 p.m.).

To submit a request, please register your event in IRIS and indicate that you require support under ‘A/V needs’. Select ‘A/V (or others)’ and in the window describe your specific audiovisual needs. Please note that your request must be approved by Reed’s Audio Visual Department before your event reservation can be finalized.

There are several options to choose from when serving food at an event. It is important to note that some options may require a food vendor contract to be completed with the Office for Student Engagement. Please review the following options to see what the requirements are for your event, and to also review the college’s Food Safety guidelines.

Preparing Food Yourself or Serving Pre-packaged Food (NO vendor contract required)

• When preparing and/or serving food yourself, please make sure you are following the college’s Food Safety guidelines.
• Be aware of potential allergens. Have ingredient lists available for participants during the event. Consider food options that do not include the top 9 allergens.

Ordering from a Restaurant for Pick Up (NO vendor contract required)

• Ensure that food is transported while covered and is not kept at room temperature for more than two hours.
• Request ingredient lists, including potential allergens, and have ingredient lists available during the event.
• When serving food yourself, please make sure you are following the college’s Food Safety guidelines.

Ordering with Bon Appétit (NO vendor contract required)

• Bon Appetit’s catering menu can be viewed here.
• Orders must be placed at least 14 days in advance of the event date.
• To begin a catering order:
  • Register your event on IRIS and select ‘Yes’ for ‘Catering Needs’. 
  • Enter your catering details (include quantity of food and/or drink) and department number (if using student funds, please request the ORGN number from Treasury).
  • Be sure to specify if you require disposable plates, cups, utensils and napkins for an additional fee.
  • Table linens can also be provided for an additional fee.
  • Catering orders can also be placed by contacting Bon Appetit’s Catering Manager at 503-777-7541 or catering@reed.edu. Please note that you will still need to register your event in IRIS.

Hiring Off-campus Catering (vendor contract REQUIRED)

• Please note that if your event is being partially or fully funded by a college department, Bon Appétit’s contract with the college stipulates that they receive first bid on all department funded catering jobs. A catering exemption request form can be submitted to provide a rationale for requesting catering or food from an off-site vendor.
• If using Student Body funds, you can order and purchase food from an off-site vendor without a catering exemption.
• You are required to complete a food vendor contract with assistance from the Office for Student Engagement in order to hire off-campus catering.
• You must ensure that the vendor has a valid Multnomah County food service license.
• You may need to pay the restaurant caterer a deposit in advance. 
• When placing the order, confirm whether you are picking up or requesting delivery. If the latter, make sure the delivery person knows where to meet you on campus.
• Ask the caterer if they will provide plates, napkins, and utensils. In many cases, you may have to provide your own.
• If hiring catering staff to come to campus, be sure to specify the number of staff, the duration and scope of their work, and if there will be an additional fee on top of the cost of food.

Food Trucks (vendor contract REQUIRED)

• You must complete a food vendor contract with assistance from the Office for Student Engagement in order to hire and bring a food truck onto campus.
• You will need to work with the Office for Student Engagement and Conference and Events Planning to find a location on campus for the truck to be parked with access to proper hook ups for electricity and water. (Note that you will be responsible for communicating with the vendor about water and electricity requirements).
• Ensure that the vendor has a valid Multnomah County food service license.
• You may need to pay the food truck vendor a deposit in advance.
• You should ask the vendor if they will provide plates, napkins, and utensils.

Remember
All contracts must be reviewed and approved by the Office for Student Engagement before you can proceed with hiring a caterer or food truck. To request assistance with a vendor contract, register your event in IRIS and contact the office for Student Engagement to further discuss your plans.

Food Safety Guidelines
Please note that for any of the above serving options, you are required to follow the college’s Food Safety guidelines. These guidelines are best practices to reduce the likelihood of food borne illness and to keep our campus community healthy.

When hiring an individual or organization to provide a service on campus (or virtually) you are required to complete a vendor contract with assistance from the Office for Student Engagement.

The purpose of a vendor contract is for all parties to agree upon payment, scope of services, and any other event logistics prior to your event. A contract helps to protect both parties from miscommunications or mistreatment during the course of working together. Please note that even if a vendor volunteers their time/services and does not request payment, a vendor  contract is still required.

A vendor can include performers, speakers, caterers, consultants, off-campus rentals, and more. You will need to work with Student Engagement staff to complete your contract prior to your event. Be sure to plan far enough ahead to discuss and negotiate the terms, obtain all necessary signatures, and submit a payment request to the student body Treasury. We recommend allotting a minimum of four weeks for this process.

Hiring Caterers or Food Carts

If you plan on serving food during an event, please visit the prior section 'Making Food Arrangements'.

Hiring a Performer, Speaker, or Artist

How to Talk to Performers and Agents: Before reaching out to a performer or agent, consult the Office for Student Engagement or your direct supervisor (if assisting a college staff member/department with event planning). Students are encouraged to request the assistance of Student Engagement staff while navigating through this process. Below is a general guide that can be useful for student groups.

Making an Initial Inquiry to a Performer/Agent:

• Introduce yourself and your role in the event.
• Explain the goals of the group organizing the event, if applicable.
• Have a number of possible dates in mind for the performance.
• Have a clear understanding of the performance space in mind for the event. If you’re not sure what space is most appropriate, ask the agent for specifications.
• Ask for the following logistics: 
  • A technical rider, which outlines the specific technical, equipment and logistical requirements for a performance.
    • Assess whether the artist’s technical requirements are feasible. This may require working with either Sound Kollectiv or AV Services.
  • A hospitality rider, which outlines their required travel and hotel accommodations, as well as any green room requirements (when applicable).
• Be clear about expectations for the event (e.g. the number of people expected, an event open to only the Reed Community, no substances allowed, etc.)
  • Events open to the public must be discussed prior with Student Engagement staff. If it will be a public event, be sure to stipulate this in the contract.
  • If the event is not open to the public, request that the artist not publicize the appearance prior to the event.
• Try to gauge the performance fee. Do not offer a fee up front but get a sense for the range of offers that would be considered. Remember that all fees are negotiable.
• Let the agent know that you must take this information back to the college and will call them back as soon as possible.
• Be sure to leave your phone number, email address, and other pertinent contact information.
• Agents always appreciate hearing back from you even if the decision is no.
• Act professionally. Even if this event doesn’t work out, it is preferable for the Reed community to maintain a positive relationship with performers and agents. 

Negotiating Performer Fees:

• Allow at least two weeks of response time from the performer/agent. 
• Have a fee range in mind (i.e. a dollar amount that you will not exceed.)
• Try to get the agent to offer a price first and then counter with your offer. Usually, 15%-20% off the top is a reasonable ask. The agent may ask you to email a formalized proposal with a fee attached.
• Be sure to confirm travel and hotel accommodations at this time and what the performer’s expectations are for this. 
• The agent may not accept the fee immediately or may counter offer. Allow the agent to call you back. 
• If you feel uncomfortable with the negotiations, tell the agent that you will call them back later in the day after you have a chance to discuss the fee with other interested parties.

Once a Fee is Negotiated and Agreed Upon:

• Update the contract to include all aspects of the event agreed upon in the previous conversations (i.e. hotel accommodations, travel arrangements, performer fees, etc.).
• If the agent insists on utilizing their own contract, then this must be reviewed and approved by Risk Management. Inform the agent that you may need to include a liability waiver and an addendum with any additional specifications. Please note that this will delay the timeline of completion.
• Go over the technical guidelines once again. Refer to the tech rider and ask detailed questions about sound and light needs.

Contract: 

• Please work with a Student Engagement staff member to make sure you are completing the contract process correctly. Be sure to plan far enough ahead that any contractors’ checks can be cut before your event.
• The college’s Student Organization Performance Agreement is preferred over using a performer’s or agent’s contract. 
• If a performer/agent insists on using their contract instead, the Risk Management Office must review and approve it.
• Please be sure to attach a W-9 form to the contract when you send it to the performer. The name on the W-9 form must match the name on the contract.
• A Certificate of Insurance (COI) will be required from the performer for events incurring fees that are $1,000 or more, or for higher risk events. (The certificate date must be valid for the event date and 30 days afterward.)
• After you and the artist/performer/speaker sign the contract, send it to Student Engagement for a staff signature. Once Student Engagement has signed it, you can take it to the Student Body Treasury (if receiving SB funds) so that they can forward it to the Business Office for payment.

Negotiating the Contract:

• Work with the agent to determine an honorarium (the amount you will pay the speaker/performer) that is acceptable to both parties.
• Review the contract with the Office for Student Engagement and make note of any changes you would like to see.
• Send the technical rider to the signator of Sound Kollectiv (if sound is required for the performance) to make sure everything is doable on their end.
• All contracts should also be reviewed by the Director of Student Engagement. Student Engagement will forward them to Risk Management if further consultation is needed.
• Once cleared by each of those departments, send the revised contract back to the agent for their input. 
• Repeat this process until all parties are satisfied.
• The Director of Student Engagement can help with negotiations.

Technical and Hospitality Riders
The artist's rider(s) (usually included in the contract) will specify their technical and logistical demands to be fulfilled by the host (you/Reed). If it is not included in the contract, you must also send the rider to Conference and Event Planning and Sound Kollectiv (or in some cases, AV Services) for their approval before the contract is signed. The rider requests may include:

• A comfortable hotel room. Reed’s website has a list of hotels in the area that offer discounts for the Reed community.
• A green room (see section below)
  • May also specify that food or other amenities be available in the green room. However, Reed cannot accommodate requests for alcohol or drugs to be served.
• Additional security (if required then please contact Community Safety)
• Transportation
  • Make sure the contract clearly specifies what you will and will not provide for the performer. It is often simpler for the performer to make their own transportation arrangements. For example, you may choose to specify that Reed will reimburse the performer for all transportation required “for Reed business only”.
  • For performers requesting private car service, Reed typically uses Delta Town Car.
  • Other suggestions:
    • Reserve a Reed van through Facilities (make sure you find a certified van driver).
    • The performer can use Lyft, Uber, or RadioCab and submit receipts to you after the event for reimbursement.
    • Direct the performer to the Reed campus map so they will know where to go when they arrive.
    • Check in with the Director of Student Engagement before making airline reservations.

Performer Hospitality and Green Room
In addition to space for the main event that you will reserve in the IRIS student event portal, you will also want to reserve a “green room”—a space for the performer to prepare for the performance and wait until it is time for them to go on stage.

• For events in Vollum Lecture Hall, speakers typically use Vollum Lounge.
• For events in Kaul, there is a green room adjacent to the Catering Prep Room in the back hallway (nearest the Sports Center).
• For events in the Performing Arts Building, there is a green room in the northwest corner of the building.
• Consult Conference and Events Planning if the event is taking place elsewhere and you are unsure of an appropriate space to use as a green room.

Speaker Meet-and-Greets
If time allows and the speaker/performer agrees, arranging a meet-and-greet or a dinner at the Parker House with 10-15 students has been very successful in the past. It allows a small group to ask more specific questions before the lecture and get to know the speaker in a more intimate setting. To arrange this, you will need to do the following:

• Negotiate with the speaker/performer's manager about their availability for a dinner/meet-and-greet/etc before the lecture. This may add to the booking price.
• Reserve space on campus by completing the IRIS event registration.
• If you would like to request the Parker House, please indicate this in the notes section. Conference and Events Planning will put you in touch with the Parker House Manager.
  • You will likely need a faculty or staff sponsor to attend and be responsible for Parker House use. 
  • Note: Parking is not allowed in front of the Parker House. You will need to communicate this to the speaker and guests.
• Advertise the meet-and-greet and determine the attendees via a lottery.
• If food is served, arrange a menu with Bon Appétit Catering. Make sure they are aware of attendees’ dietary restrictions.
• Check that everyone who arrives for the meet-and-greet is on the guest list.
• Once everything is scheduled, make a detailed step-by-step timeline of how the day will run (and who will be doing what). You may also need to include the days immediately prior to the event, depending on the preparation required.

Musical Performances: Special Considerations
We typically can't afford very famous acts, so danceable music will likely be the event’s biggest draw. Group bands tend to be more expensive than DJs or solo artists. You will also need to budget for lodging and travel, depending on the specifics of the contract. Booking local acts helps mitigate these costs.

• Before signing the contract, discuss all space and logistical needs with AV Services!
  • For example, Kaul Auditorium is designed for orchestral performances--the acoustics for rock bands are terrible, and we discourage its use based on past experiences.
    • If absolutely necessary, this may be ameliorated by renting a pipe-and-drape setup (large velour curtains that are hung behind the band to minimize echo). This can add anywhere from $500-$1000 to your budget. 
    • You will likely also need Conference and Events Planning to set up a smaller stage in front of the main Kaul stage and for the labor for everyone involved. Additional equipment rentals may also be necessitated by the technical rider. Keep these factors in mind when negotiating the honorarium fee.
  • As an alternative to Kaul, the Student Union is a great venue option for concerts, bands, and DJs.

Preparation

• Conference and Events Planning will need a detailed diagram of where everything will be set up in the green room and the performance space. Set-up will often run right up until the specified time, so be proactive to avoid unexpected snags.
• On the day of, ensure that the green room is set up as specified in the contract before the band arrives. You must also get the check for the band from the Business Office before the event; acts may refuse to perform if they are not paid up front.
• You may want to recruit three to five students to assist with set-up and be available for troubleshooting, as well as a student photographer (as long as photographs are permitted by the artist’s contract!). You can put out ads for this in SB Info.
• If a student organization is hosting the event, this labor (with a few exceptions, such as Sound Kollectiv) will be on an unpaid, volunteer basis.

Other Vendors

If you are seeking to hire another type of vendor, and you are not sure which contract template to use, contact Student Engagement staff.

Showing a movie, television show, or any other form of copyrighted media during an event will most likely require a performance license from the copyright holder. The cost of license typically ranges from $100 to $400, but can go higher depending on the piece of media and the number of event attendees. Even if a video is available on a streaming platform that you already pay for (YouTube, Netflix, Max, etc.) the copyright holder will likely still require a performance license to be purchased for your event showing. 

To learn more about performance licenses and to check if your event requires a performance license, please visit the Guide to Showing Movies on Campus.

Did you know that tuition covers just 65% of Reed’s annual operating costs? The remaining 35% is funded by philanthropy. Reed is a non-profit organization and relies on generous gifts from alumni, parents, and friends to operate. The college is also required to follow strict IRS regulations in how gifts are solicited and documented with receipts. The guidelines below exist because Reed needs to be thoughtful about how student groups raise money. We need to be careful that student-initiated fundraisers do not conflict with broader college fundraising priorities and that anyone asking for donations follows specific procedures.

Process:

• Student groups wishing to fundraise should visit the Office for Student Engagement and talk to a staff member to be sure that their plans match the spirit and intent of these guidelines. 
• Student groups are allowed to fundraise for things that are central to the mission of the group (i.e.: travel, program expenses, etc.).
• College offices and student Senate will not provide “seed money” for groups to pay for fundraising activity. 
• Student groups may contact offices for contributions to their effort.  However, if fundraising goals are not met, college offices cannot be expected to fill in the gaps.
• Students are expected to conduct fundraising in a way that predominantly focuses on the internal campus community (ie: bake sales, letter writing, events, etc.).
• Students are welcome to approach their own friends or family members for fundraising support, but we ask that student groups refrain from broader outreach to alumni, trustees, businesses, or foundations so that the fundraising does not conflict with the college’s fundraising efforts.
• Out of respect for our neighbors, please do not approach local businesses for in-kind or monetary donations. You can imagine how often some of the local businesses are contacted.
• Requests from student groups cannot appear to come from college offices. Please do not use Reed letterhead or include the names of college offices in fundraising requests. Be clear with donors that this is not considered a donation to Reed College and that they will not receive a receipt for tax purposes.
• If a student group is making a donation to a non-profit organization, they should be sure that the money is going to a reputable organization.  Resources such as Guidestar.org can give you important information to get you started.
• Raffles, bingo, or other games must follow state laws. See the Department of Justice FAQ here. 

Fundraising is an exciting and worthwhile endeavor, and an excellent way to build your skillset in a field that offers intriguing career paths. Email annual-fund@reed.edu to learn more.

Advertising strategy for an event can vary based on the intended audience. See which of the following advertising methods will work for you, as well as our tips for what to include in your advertisement.

Don’t Forget When Advertising

• Title of event
• Date and time
• Location
• Name of the organizing group & contact information for participant questions
• A brief description (event purpose, activities, food, etc.)
• Accessibility considerations
• Intended audience (students, staff, faculty, closed to the campus community, etc.)
• Link to sign up form (as needed)
• If postering, consider creating a QR code for either the event landing page and/or a sign up form.

Personal or Student Group Social Media

• Please note that any off-campus advertising, including social media, must be approved by student body Senate. This can be accomplished when registering your event in IRIS and selecting ‘Yes’ for ‘Off-campus advertising’. 
• Please be sure to specify that this is a closed event for the Reed campus community.

Reed Campus Calendar (events.reed.edu)

• When registering your event in IRIS please select one of the advertisement options under ‘Campus Calendar’.
• Please note that the description and image entered into IRIS will be used for your event post on the campus calendar.

Event and Program Newsletter

• Distributed weekly by Student Engagement to the Reed student body, each newsletter includes listings for events taking place during the following two weeks.
• When registering your event in IRIS please select yes for the option ‘Newsletter’. Please note that events must also be added to the Reed Campus Calendar in order for inclusion in the newsletter.
• Events must be approved in IRIS by the Wednesday prior to the week of your event.

Quest Student Newspaper

• The Quest student newspaper is published on Fridays during the academic year and is free to the entire campus community.
• The inclusion of event advertisements in the Quest are left up to the discretion of the student editors.
• Editors of the Quest can be contacted by using the Quest directory listing.

SB Info Newsletter

• The SB (Student Body) Info email is sent out to the entire student body by the student body president.
• The inclusion of event advertisements in SB Info Newsletter is left up to the discretion of the student body President.
• Contact the student body president to inquire about advertising.

On-campus Postering

• All student clubs and organizations are allotted $15 for printing from Senate throughout the year as long as they have completed signator training. Contact Treasury at money@reed.edu for more information.
• Be sure to use blue painters tape when postering. This tape can be purchased from the Reed Bookstore, or borrowed from Student Engagement staff.
• Posters and flyers adhered with other types of tape (e.g. scotch tape, duct tape, masking tape, etc.) will be removed and discarded. 
• Recommended areas for postering include the Gray Campus Center bulletin boards, Library foyer bulletin boards, and the Student Union. 
• Please remove posters after the event has happened.

Use the following checklist as an outline when planning, executing, and debriefing your event. While not all items will apply to every event, please note that Event Registration and Approvals are required for all student organized events.

*A PDF copy of the checklist is available here for students to download.

Planning	Purpose and goals	What is the purpose of your event and what do you hope to achieve? How will this inform your event details?
	Event details	Decide the desired date and time, location, intended audience, and number of attendees.
	Accessibility	How will you assess and meet accessibility needs of community members?
	Assign responsibilities	It’s important that all organizing members have the same understanding of the event’s purpose and goals. Agree upon individual responsibilities as early as possible.
	Working timeline	More complex events will require a longer planning timeline. Consider the following approval deadlines and work backwards from your desired event date: Vendor contracts - minimum 4 weeks  Bon Appétit catering - minimum 14 days Registering in IRIS/reserving a space - minimum 5 business days
	Create a budget	What are the supplies, decorations, food, catering, off-campus vendors, and other goods or services your event requires?
	Apply for funding	Student groups can apply for funding through Funding Poll or Financial Committee meetings. Contact student body Treasury to apply: money@reed.edu.
Event registration/room reservations	Register in IRIS	Register your event with the Office for Student Engagement in IRIS. Once submitted, Student Engagement will help check for room availability and assist with obtaining approvals from other campus offices. All approvals must be obtained before an event can be finalized.
Approvals	Room reservation	Student Engagement will check if the requested space is available. Reservations will be finalized once all other approvals are obtained.
	Room setup	Specify in IRIS if you require a certain room setup or additional furniture. Requests will be reviewed by Conference and Event Planning.
	A/V support	Specify in IRIS if you require A/V support from Sound Kollectiv or Reed A/V Department. Requests will be reviewed by the appropriate group.
	Bon Appétit catering	Catering requests must be submitted via IRIS registration at least 14 days prior to requested event date. Requests will be reviewed by Bon Appétit.
	Vendor contracts	Hiring an off-campus service (performers, speakers, off-campus catering, etc.) requires a signed contract approved by the college. Please plan to start working with Student Engagement at least 4 weeks prior to your desired event date for approval.
	Other campus approvals	Based on your IRIS registration additional approvals may be required. Student Engagement will help to connect you with the appropriate office as needed.
Advertising	On-campus	Reed Campus Calendar (events.reed.edu) Events & Programs Newsletter SB Info Newsletter Postering/flyers Tabling
	Off-campus and social media	Please note that any off-campus advertising, including social media, must be approved by student body Senate.
	Sign up to attend	If your event requires attendees to sign up prior, make sure to include sign up instructions in your event advertisements.
Setup	Set up time	Check that you have requested in IRIS a set up window prior to the start time of your event for room access.
	Meeting vendors	If a vendor is coming to campus, designate a time and location to meet them and guide them to the event space.
	Room and A/V set up	Confirm set up needs during office hours and upon arrival check that the room and A/V set up matches your request.
Event clean up	Room set up and cleanliness	Please make sure the room/space is returned to its original state. If furniture items are moved by participants, they should be returned to their original place. Garbage should be properly disposed of.
Post event	Applying for disbursement	If approved for a budget by Treasury, be sure to apply for approved disbursements as soon as possible.
	Participant feedback (optional)	To gather information for your next event, consider providing space for participant feedback.