Planning an Event
Student Organization Meetings, Events & Programs
Registered student organizations (RSOs) and Fraternity & Sorority councils/chapters can use information on this page to find resources, support, guidelines, and policies pertaining to hosting campus events. Campus Life advises student organizations to host events accessible to all students, including those who participate remotely.
Information for groups seeking to offer an in-person event experience can find information to get started in the ‘Hybrid Events’ tab below.
Registered student organizations are able to reserve meeting space, event space, or recruiting space at the lowest available rate (typically $0). Identify the proper space for your activity's needs by learning more about the spaces available through different offices on campus who manage reservations:
- Student groups must make their first reservation in-person at the 3rd floor administration office to have an events account.
- All meeting/event rooms within Norris as well as recruitment spaces in the Norris University Center
- Norris Performance Satellite Venues
- banner-display spaces
- all outdoor events on Evanston campus, including the Rock (no reservation needed to paint, but reservations needed for all other activities).
- Email norris-events@northwestern.edu for further questions
- Manages all spaces in academic-focused facilities that are available to student organizations when not in use for academic needs.
- Email gp-classrooms@northwestern.edu for further questions.
- Some spaces in fitness/recreation facilities are available for competitive sports or other activities.
- McCormick School of Engineering grants student groups space to recruit, meet, and hold events.
- Website includes information about flyering and other publicity policies
- For questions after reviewing information on the McCormick events website, email jason.abbas@northwestern.edu
Other spaces managed by individual offices
- Registrar's office provides the guide for spaces that might be reservable through contacting a specific manager rather than an online reservation request. Learn more about these spaces on the registrar's website.
Please submit digital copies of contracts to our CL admin assistant at bianca.castillo@northwestern.edu and CC your advisor listed in your organization's Wildcat Connection page so SOA sees they are aware of your event plans.
Northwestern University policy requires all contracts for Registered Student Organizations be submitted to the Campus Life office no less than two weeks before a scheduled event for review and signature. At least six weeks notice is required for any contracts related to events involving alcohol or payments in excess of $25,000.
There is a list of Northwestern staff who are authorized to sign contracts at different levels of payment. For any contracts processed via Campus Life staff (Keith Garcia, Kelly Benkert, Brent Turner, Tracey Gibson-Jackson), there is a minimum two-week turnaround between paperwork submission and event date. Check with others on campus for their expected processing timeline.
Forms to Get Started
- Blank W-9 Form (pdf)
- Northwestern RSO Supplier Agreement (header filled by student org, bottom right completed by provider/supplier and included with any docs from the provider/supplier to the email address above) (updated 11/3/22)
- Policy Regarding Alcohol at Events for Undergraduate Students (pdf)
Resources for student organization funding and fundraising can be found the SOA website's funding page. Some highlights and tips are included below.
Funding
Fundraising
- Alumni Relations & Development
Purchasing and Procurement Benefits
Northwestern has relationships with many partners. Learn more about utilizing their list of preferred vendors by visiting the Procurement and Preferred Vendors page. The same office also manages a list of Wildcard benefits, businesses who offer discounts for members of the Northwestern community. Rules, restrictions, and promotions are available on the list of Wildcard Advantage site.
Student groups often post their events on Facebook and invite connections to promote their group activities. See this video about how an officer in a student group can add an event to the Wildcat Connection campus calendar.
The SOA Campus Advertising Guidelines page provides a variety of resources for how and where your group can spread the word about your event.
All posters, flyers, leaflets, and other notices must clearly state the name(s) of the sponsoring student(s) and/or organization(s).
- Only members of recognized organizations of the Northwestern community are allowed to publicize events on campus.
- Alcohol and other drugs may not be mentioned or depicted in advertising.
- All advertising must comply with University policies and procedures.
- Violators of the publicity policy may be fined and have their publicity privileges suspended.
- More policies and procedures:
- All posters, flyers, leaflets, and other notices must clearly state the name(s) of the sponsoring student(s) and/or organization(s).
- Only members of recognized organizations of the Northwestern community are allowed to publicize events on campus.
- Alcohol and other drugs may not be mentioned or depicted in advertising.
- All advertising must comply with University policies and procedures.
- Violators of the publicity policy may be fined and have their publicity privileges suspended.
- The SOURCE hosts a copy/print program for groups with active SOFO accounts
- The SOURCE also has a vinyl banner printer with discounted use for student groups.
- ARTica in Norris has more design and promotional supplies including bedsheet/painted banners.
- Campus Life manages a database of flags for student organizations to use for their events as well. Fill out a Flag Request Form to get started.
- Virtual events offer a completely remote experience and do not have an in-person component.
- Student organizations have options for various platforms and software to host a virtual event. Norris Events staff includes consultants to assist with virtual event planning and identify the right platform to have a successful virtual event.
- For groups using Zoom Meetings and Zoom Webinar to host a virtual event, review Northwestern University Information Technology's tips for maintaining security for your event.
- Wildcat Connection & PlanIT Purple allow groups to limit the viewing of virtual event credentials and details to an audience with active netID/password authentication.