Frequently Asked Questions About Programming
When planning an event, you should begin by answering the following questions:
When should our group contact the Programming Coordinator?
Contact the Programming Coordinator any time your organization is planning an event on or off campus. The Programming Coordinator is a graduate assistant in the Office of Fraternity Affairs who works to help fraternities and sororities plan events. This individual can help you utilize resources on campus, get approval for your event, and answer any questions you may have.
How do we reserve a room for our event?
The Wilson Commons Reservation Coordinator can help you reserve space for your event. You can meet with the Reservationist in-person, or complete the room reservation form online with your Campus Club Connection account. This will also add the event to the student organization event calendar. You should reserve a room as soon as you begin planning since rooms are booked up quickly. Contact the Programming Coordinator if you need help determining a good location for your event.
Our group wants to have an event with physical activity. What can we do to reduce the risk of injury to the participants and liability to our chapter?
Plan a meeting with the Programming Coordinator to describe the nature of your event fully. There are a variety of safeguards that you can put in place to ensure a fun and safe event. For any event with physical activity you must require participants to sign a physical activity waiver and acquire appropriate insurance forms from your national headquarters. You can also alert MERT and have them on call for the event, alert campus security, and get safety equipment for participants. The Programming Coordinator can go over your event with you and help you decide what the best available options are.
Our group wants to host an event and serve food. What guidelines must we follow?
If the food is served from Aramark or any of the Approved Vendors then you only need to clear the program with the Programming Coordinator. If you wish to serve food yourself or use a vendor that is not approved, you will need to work closely with the Programming Coordinator and the Sanitarian. Since the sanitation guidelines are government guidelines and your organization can be subject to government sanctions if you do not follow them, extreme care must be taken in following them to avoid any problems. Always contact the Programming Coordinator when you wish to serve food to ensure that you are following all appropriate guidelines.
Our event is off-campus and we want to provide transportation. What are our options and whom should we contact?
The University offers several transportation options. The best option is usually to schedule a bus. Rates are hourly with a minimum of 2 hours use. To reserve a bus, you will need to fill out a bus request form and return it to Beverly Buscemi in the Wilson Commons. You will need to submit this form at least 7 business days before your event. Fraternities and sororities will also need the Programming Coordinator’s signature to reserve a bus.
Other transportation is available, including vans, Zipcars, shuttle buses, and taxis. The Programming Coordinator can discuss these options as well.
Can we host an event on-campus with alcohol served?
Yes. Fraternities and Sororities can serve alcohol on-campus provided they follow college guidelines. If you wish to serve alcohol on-campus, contact the Programming Coordinator and meet with him to discuss the event. For a large party with served alcohol, you will need to register the party, get a vendor with a valid liquor license, alert security, reserve the venue, etc. Planning should begin at least a month in advance of the party.
Our organization wants to increase our philanthropic and service programs. Where do we find out about such programs?
Contact the Programming Coordinator and describe what you would like to do. You can try to organize the program with the Programming Coordinator, or you can join with the Rochester Center for Community Leadership so your organization can help with already arranged service and philanthropic programs.