Step 1 - Determine Event Information

 

The Hall Council meets and plans its own event. Ideas for different monthly events can be found on the Event Ideas board, which is also linked below. They will need to determine the following information:

• Program name

• Program explanation (activities, goals, etc; be as thorough as possible)

• Engage description (to be posted online for students to view, so make it sound exciting!)

• Program type (Is this an Impact event?)

• Collaboration with other Hall Councils, CLRE staff, or outside organizations

• Timing (synchronous v asynchronous, date(s), time)

• Location

• Expected attendance​

​​

​

Step 2 - Talk to Community Coordinator

 

The Hall Council communicates with their Community Coordinator about their event plan to ensure that it doesn’t conflict with any other CLRE programming going on in the building. This will also help with advertising and promotion of the event after approval. 

​​

​

Step 3 - Supply Reservation Process

 

Working with the Programming Chair, the Finance Chair creates a list of supplies that they want to use for their event. We recommend taking advantage of the RHA-owned supplies first, before placing an order through the finance chair.

 

The Finance Chair must book any RHA-owned supplies on the Booqable platform, including a list of times for supply pick-up and return. For more information, please reference the Supply Reservation Process Page, HERE. 

 

For any catering/non-RHA-owned supplies, the Finance chair must provide the budget spreadsheet to the Programming Chair to submit on the Event Approval Form. If they want to order catering or other supplies that RHA does not have in stock, they can complete the budget spreadsheet, linked here, below, and on the finance chair's page.

​​

​

Step 4  - Complete Event Approval Form

 

The Programming Chair will then complete the Event Approval Form. To provide enough time for your event to be processed, Hall Councils are required to submit the Event Approval Form TWO WEEKS in advance for any event.​

​​

​

Step 5 - Create Promotional Materials

 

The Communications Chair creates engaging advertisements for the event. This might include social media posts/stories and flyers to put up in their residence hall. The Communications Chair must submit anything they wish to post physically or digitally on the Communications Approval Form. The Communications Chair can also provide promotional content to their Community Coordinator to email to residents. 

​​

​

Step 6 - Wait for Approval

 

The Hall Council waits to get an approval message from RHA. When an event is approved, all Hall Council members and their Community Coordinator will receive a confirmation email. Hall Councils may not begin advertising their event until it is approved.

​​​