Step 1 - Determine Event Information

 

The Hall Council meets and plans its own event. They will need to determine the following information in order to fill out our Event Approval Form:

• Program name

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

• 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​

• RevConnect Description

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Step 2 - Talk to Area Coordinator

 

The Hall Council communicates with their Area 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. 

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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 using the Budget and Supply Request Spreadsheet found here and on the Finance Chair's page here on our website. 

 

First, we recommend taking advantage of the RHA-owned supplies, found at this link. Then, we recommend filling out the rest of the form with the supplies you want to purchase and any and all catering you would like. All online orders must be from vendors found at this link. Make sure to follow the spreadsheet to a T!

 

Once finished, the Finance Chair must provide the completed budget spreadsheet to the Programming Chair to submit on the Event Approval Form.​

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Step 3.5  - Create RevConnect Banner

 

While the Finance Chair works on the budget, the Communications Chair is required to create a promotional banner for RevConnect. Once the Event is formally approved, our Events approval team will post your event to RevConnect, but first, we need a promotional graphic with it. 

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The RevConnect Banner must be 16 units wide by 9 units tall, and it still must have room for the RHA approval logo. Once complete, make sure everyone with the link has access, copy the link, and send it over to the Programming Chair for them to paste into the Events approval form. ​

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For more information on Comms event approval processes, click here for the Comms Approval Guide. 

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Step 4 - Submit Event Approval Form

 

The Programming Chair will then complete the Event Approval Form using the links to the Budget Request and the RevConnect Banner. To provide enough time for your event to be processed, Hall Councils are required to submit the Event Approval Form and book supplies THREE WEEKS in advance for any event.

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Step 5 - Create Promotional Materials

 

While the Hall Council waits to get an approval message from RHA, the Communications chair can use the RevConnect design to start creating promotional materials for the event. This might look like Posters, Instagram Posts, Stories, or Reels.

 

Using the Misc Comms Approval Form, the Communications Chair can submit their designs for approval at least 2 WEEKS before the event begins. Hall Councils may not begin advertising their event until it is approved.

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For more information on Comms event approval processes, click here for the Comms Approval Guide. 

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Step 6 - Get Approval!!

 

The Events Approval team here on RHA's Executive Board will be in contact with you once every team has sent in their approval; this usually takes about a week to a week and a half. Once your event is approved, you can sleep easy and begin spreading the word! If your event is not approved, make sure to communicate with our Programming Team to find out how we can fix the mistakes and get the show on the road!

Have an amazing year of events, everyone!

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