Planning an Event

Need help reserving space for your organization's meeting? Planning a major campus event and not sure how to get started?
SOA has all the information you need.

Finding Your Space

Campus Space Reservations

The first step for any event on campus is finding available space and time. If you're working with a particular speaker, talent, or other offering, of course soliciting their availability is important early on, but it's necessary to have a space reservation for any event before guaranteeing the event is happening on a particular date. Norris and Academic Spaces manage the reservation books for most options on campus.

Index of Other Campus Event Spaces with Contact Information

Campus Space Accessibility Details

The Northwestern University Office of Accessibility has created a helpful guide for event planners to consider the accessibility of their event--from venue considerations to activity offerings and an index of resources for your reference.

Please review their Accessible Event Guide here.

Campus Policies to Consider

The Policy Index provides answers regarding campus policies on a number of topics. Please consult the list to make sure your event is in compliance with campus expectations and official policy.

Event Budgeting

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

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 Organization Contract Process

 

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.

Updated: 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 (Travis Martin, 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.

List of selected authorized contract signatories for student organization contracts.

Forms to get started

For more questions regarding the alcohol at events policy please refer to the Student Code of Conduct or Dean of Students' office.

Marketing & Advertising Guidelines

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.