EVENT PLANNING

 

In order to successfully plan an event for your club on the Westmont campus, many details need to be considered. If proposed club events involve more than 50 students, or go beyond the scope of your club members, officers must submit an event proposal form available on the Campus Life Office website. These types of large scale events must be co-sponsored by a Campus office, department or organization. These event planning guidelines are in place to help clubs plan the best events possible and to ensure that they receive the support they need.


Room Reservations

To request rooms, club officers can make a request through the WAC Clubs Administrator. The Administrator will check the availability of rooms through the campus scheduling system and finalize reservations if rooms are available. To discuss venue options please contact the WAC Clubs Administrator.

Equipment Reservations

Equipment reservations (e.g. microphones, projectors, speakers) can be made at http://www.westmont.edu/_offices/emo/index.html. All equipment rental and set up is charged so be sure to make budget provisions for these charges through a WAC funding proposal. For the account number, contact the WAC Clubs Administrator.

Amplified Sound

Amplified sound is a sensitive issue on the Westmont campus and any event proposals featuring amplified sound must be reviewed and approved by Jena Harris, the Property Coordinator at Westmont.

Contracted Services/Payment

Any event requiring payment to an individual for services rendered or requiring a signed contract must be approved by the WAC Clubs Administrator, the WAC Council, and the Campus Life Office. Additionally, the contract made out to the Westmont Office of Procurement must be signed only by Westmont’s Contract Administrator no later than 2 weeks before the event.

Risk Management

Any event with risk of any kind will need to be approved by Westmont’s Risk Manager.


Fundraising
Events intended for fundraising purposes or featuring fundraising as an element of the event, must be approved by the WAC Clubs Administrator, the WAC Council, and the Campus Life Office. Additionally, if tax-deductible receipts are expected in response to the fundraising efforts of the event, the proposal will need approval by the Office of College Advancement.

Events that involve solicitation of donations from either private individuals or businesses will also require the approval of the Office of College Advancement.

Clubs are NOT PERMITTED to fund raise without written approval through the Office of College Advancement. Any club fundraising plans must be pre-approved by WAC and the Assistant Director of Campus Life. Once pre-approved clubs may submit applications to fundraise through the Office of College Advancement. These applications are reviewed at the beginning of each semester.

Transportation

Anyone driving on college business as an official campus club must apply and be approved as a college driver. In order to request approval, please login to your student profile at the following link: https://secure.westmont.edu/cgi-bin/WebObjects/studentProfile.woa/wa/ and complete the driver info.

Because club transportation is typically not a funded expense through WAC, clubs are not permitted to reserve vehicles through the college. Students are encouraged to use dial-a-ride or to have club members drive to club events.