Event Planning

Student shooting a bow and foam arrows at the Inauguration block party

1 - Student Activities

When you would like to plan a CSC affiliated event, fill out the following form one month prior to the event:

Event Proposal Form

Any event proposal submitted less than 10 days prior to the event will not be approved. If your program conflicts with a previously scheduled event, you will be asked to change the time and/or date. RLA events are due by the 15th day of each month.

Funding

If you require funds from the CSC Student Senate, fill out the Student Senate Fund Request form one month prior to the event. If you are requesting funds related to travel, fill out the Senate Fund Request form ten weeks prior to when you need funds allocated:

Student Senate Fund Request Form

If your event raises awareness for or promotes Belongingness and Inclusion (B&I), you can request funding from the Belongingness and Inclusion Committee of Chadron State College. The fund request can be found by clicking here. The committee meets monthly, so please submit your request 1-2 months in advance.

Fundraising

All fundraising and donations are subject to approval from The Chadron State Foundation. The Student Activities Coordinator will contact you directly if your fundraiser has been denied by the Foundation. If you would like to create a fundraiser for your student organization, please fill out the following form:

Student Org. Fundraising Form

Concessions is a pre-approved fundraiser. Anyone is welcome to volunteer on behalf of their Student Organization to raise funds. Please note, cash is used as payment for concessions, so your student organization must have an off-campus bank account. Please email Shellie Johns (sjohns@freshideasfood.com) with Fresh Ideas to sign up.

Contracts

If you need a contract for your event, the Event Proposal form must be submitted a minimum of one month prior to the event to fully execute the contract. According to NSCS Board Policy 6401, a contract is necessary whenever a legal relationship is established consisting of rights and duties that go beyond the sale transaction details. Common examples include but aren't limited to speakers or performers that are paid to perform their services for CSC. Click here for Board Policy 6401.

2 - Conferencing & Catering

Once your event has been approved by Student Activities or RLA (for RLA events), work with the Conferencing office to reserve rooms. For information on available rooms and their price or size, refer to Conferencing Room Information on the Conferencing page. Use of any CSC Facility must abide by the Facilities Use Handbook.

Prior to meeting with Conferencing, complete the following room reservation request:

Conferencing Room Reservation Request

Catering through Fresh Ideas

To order catering, please email Fresh Ideas Assistant Director Shellie Johns (sjohns@freshideasfood.com) with the items and quantities you would like. In the future, you will be able to order catering directly through the FreshX app. Catering orders must be placed 14 days in advance. Check out the catering guide here:

Catering Guide

If you would like to bring in any kind of off-campus food (candy, pizza, etc.), submit an off-campus food request form:

Off-Campus Food Request Form

Off-campus food requests should also be submitted 14 days in advance. Exceptions will be made on a case by case basis. To properly submit the form, fill it out entirely and email it to all three Fresh Ideas recipients listed in the instructions.

3 - Approval, Advertising & Purchases

When your event has been approved by Student Activities or RLA and the Conferencing Office, you may digitally advertise your event using the following form:

Event Advertising Form

Please note when creating a digital flyer, the Student Center TVs are horizontal and use 1920x1080 pixels or a 16x9 image ratio. Any use of CSC logos must abide by College Relations standards which can be found on the CSC Identity Standards Guide page. Keep in mind, RLA advertisements must include the date, location, time, and RLA logo.

Hanging Flyers

If you would like to hang physical flyers around campus, you must first request permission from the building managers. Please hang flyers only on designated bulletin boards in those buildings. Use the form below to submit a request to the buildings you would like to advertise in:

Request to Hang Flyers on Campus

This is a new process, so please email Elise Gamble (egamble@sxtcyb.com) if you have any issues with the form or do not receive a response. Note: The Student Center only accepts digital flyers, so it is not included on this form.

Purchases

If you need to make purchases for your event, please contact the Student Activities Coordinator (or Kylie Kempf for RLA events) to plan. Approval and purchase of items may depend on vendor and NSCS spending regulations. Purchases cannot be made on certain items as outlined by NSCS Board Policies. Click here for Section 4 of NSCS Board Policy 3300.

Walmart Runs

The Student Activities Coordinator will make a Walmart run at 2pm every Thursday during the academic year. Please bring your items to the cashier checkout area at 2pm to make your purchases with student organization funds. For RLA, Kylie Kempf will make Walmart runs at 3:30pm every Tuesday during the academic year.

4 - Your Event

Please print and complete the Attendance Sheet and, if giving away prizes, the Prize Sheet. They will need to be submitted within one week of your event via the Event Evaluation form. These documents can be found below:

Attendance Sheet Template

Prize Sheet Template

Please arrive early to your event to ensure all is in order and ready to proceed. When your event is complete, clean the space and leave it as you have found it.

5 - Evaluate

Fill out the Event Evaluation form below where you can submit attendance and prize sheets (if applicable). This form is due within one week of your event.

Event Evaluation Form

Happy event planning! If you have any questions, reach out the the Student Activities Coordinator, Elise Gamble, at egamble@sxtcyb.com or 308-432-6057. For RLA questions, reach out to Kylie Kempf at kkempf@sxtcyb.com or 308-432-7015.