The Student Event & Activity Center is the hub of student organization on the OSU campus and is responsible for providing advice, training and support to student organizations hosting programs on the OSU campus. The Center focuses on creating an environment of learning for students and advisors while promoting a standard of care for student planners, their organizations and the community. There are many components to putting on a successful event; ranging from setting goals, forming committees, identifying partners and resources and creating an action plan. Explore the Beaver Tips below for important information and advice or schedule a consultant with a SEAC Event Specialist or professional to learn about campus policies, regulations and resources available to support the success of your programming efforts.
Beaver Tips - “Cliff Notes” for programming at OSU
Frequently Asked Questions - If you want a quick answer regarding showing movies, serving food, hosting raffles, hiring performers, etc. this is the page for you!
Getting Started - If you are new to planning programs or need a refresher!
• Setting Programming Goals (link to doc)
• Brainstorming (link to doc)
• Identifying available and needed resources (link to doc)
• Identifying partners, co-sponsors, allies and adversaries (link to doc)
• Creating a committee structure
• Setting an Action Plan including a Time-line (link to doc)
Executing your Program
• Day of Event Roles and Action Plan (link to doc)
• Assessment (link to doc)
Report your Event to the University All Sponsored Student Organization Activity and all on-campus Voluntary Student Organization Activity must be reported in advance of the activity.
Check below for the answers to some Frequestly Asked Questions around event and activity planning at OSU.
How do I reserve space?
Identify a facility that would be appropriate for your event/activity (Beaver Tips: Choosing an OSU Facility
Identify who is responsible for reserving that location (Beaver Tips: Contacts for Reserving a Space)
Be prepared to provide an event overview (Beaver Tips: Event Planning Getting Started)
Can we host a bake sale?
Why can’t we show a Red Box Film?
You can as long as you also purchase Public Performance Rights for the title. (Beaver Tips: Public Performance Rights)
Where can we get funding for our activities.
The SEAC can advise you in how best to identify and create a plan to fund your activities. Make an appointment with an SEAC Program Advisor to learn about resources and fundraising on campus. (Beaver Tips: Creating a Budget)
We have a bunch of donated products and want to host a raffle, how do we do this?
Raffles are seen as gambling and are governed by the Oregon State Gaming Commission. Although, you can go through the process to have a raffle approved, it is much easier if you make your event a free will drawing! This simply means, market your tickets with a suggested donation price instead of a cost. This allows equal access to anyone that wants a chance to win so then the gambling regulations do not come into play. Remember Drawing instead of RAFFLE.
If you are an SSO and want to move forward a Raffle, contact the Office of University Events - they will advise you on trying to move forward.
If you are a VSO - contact the Oregon Gaming Commission directly.
We want to have a beer garden at our dodge ball tournament, how do we move forward?
The university has identified specific venues that can be permitted to serve alcohol and works with the Oregon Liquor Control Commission for licensure and oversight. This process is time consuming and the first step is to identify a location where alcohol can be permitted and then to submit an alcohol request form to the Office of Risk Management.
Have a question not addressed below? Submit it below and we will get back to you with a response as soon as possible.
Sponsored Student Organizations (SSOs) are required to have a Faculty Advisor, as articulated in the Sponsorship Agreement between the student organization and sponsoring unit. Faculty Advisors to SSOs should review and understand the Role & Responsibilities of Faculty advisors.
Voluntary Student Organizations (VSOs) are not required to have a Faculty Advisor. Therefore, those who choose to advise these organizations have no formal responsibility or oversight of the organization. The role and responsibilities of the advisor to a VSO is minimal and since there are few rules for what role the advisor will take, it is up to you to sit down with the VSO and come to an agreement about what role they will play.
Non-Affiliated Student Organizations (NSOs) are not University recognized student organizations and as such we strongly recommend against serving as an active advisor. If you have questions, please contact us in the Student Events & Activities Center.
1Facilitator Model of Relationship
Oregon State University recognizes that sponsored student organizations are inherently linked to the University because of their role in enhancing education, representing OSU and/or presenting events that are considered an integral part of the institution. In order to best support the learning of student leaders in our community, we have adopted a philosophical approach of partnership and collaboration with individual students and student organizations as “facilitators” in the involvement experience. As “facilitators,” advisors work with administrators, faculty and staff to support student organization members and leaders in making intelligent, fair and reasonable choices within the boundaries established by state, federal and local laws, university rules/policy, and the mission of the sponsoring unit. At Oregon State University, the Faculty Advisor serves as the primary “facilitator” to Sponsored Student Organizations.
Role of the Faculty Advisor
The OSU Student Organization Recognition Policy (SOR) defines a Faculty Advisor as “faculty, staff or personnel responsible for maintaining relationship with a sponsored student organization that allows for education and development as well as administration of data collection and University policies, procedures and guidelines.”
A Sponsoring Unit must provide a faculty advisor who shall be the primary liaison between the Sponsoring Unit/University and the Sponsored Student Organization (SSO). Under the tenets of the Facilitator University Model, the faculty advisor is much more than just a signature at the bottom of a piece of paper. Rather, the faculty advisor works collaboratively with students, sharing responsibility for the development, practices and outcomes of Sponsored Student Organization and its events.
Responsibilities of Faculty Advisor
As constituents of a Facilitator University, the faculty advisor works collaboratively and proactively with students, sharing responsibility for the organization and its events. Faculty advisors support, guide and partner with student organization leaders to ensure, fair, intelligent and reasonable decisions and actions. Specifically, it is expected that the faculty advisor:
The Unit Head, faculty advisor and student organization leaders should discuss any additional roles or responsibilities of the advisor in supporting the student organization. The key point is to work in partnership (advisors & student leaders to encourage organization success and rewarding experiences.
1For more information about the Facilitator University model, please refer to The Rights and Responsibilities of the Modern University: Who Assumes the Risks of College Life? by Robert D. Bickel and Peter F. Lake, published by the Carolina Academic Press in 1999.
As the advisor to a Voluntary Student Organization, your role is instrumental in helping the student organization and its members grow, develop and learn real life leadership skills for the future. Your support will not only help the student organization succeed but more importantly, create an exciting learning opportunity through involvement that both you and the organization can enjoy and appreciate. In your role, please keep in mind the following:
Here you find information related to finances and your student organizations, including obtaining and managing your club Funds in Trust (FIT) account with the Auxiliaries and Activities Business Center (AABC) and applying for funding for your organization.
**Organizations included in the annual fund - APASU, BSU, Forensics, Kalmekak, MASA, MEChA, NASA, Rainbow Continuum, Socratic Club please continue to submit the on-line form below to receive allocation from the annual fund.
The Educational Activities Committee (EdAct) is here to help! The intent of the fund balance is to assist Recognized Student Organizations that have the drive to enhance the University community. Do you want to present an event, launch a new program, help bring a speaker to campus or organize a retreat? If so, we want to support your initiative.
EdAct is a unique budgeting board which allocates funds received from Student Incidental Fees to provide financial support to recognized student organizations at Oregon State University.
Any questions contact the Educational Activities Chair:
Phone #: 547-737-6351
Brendan Sanders, Chairman (541) 737-6351
Curt Black, Educational Activities Advisor (541) 737-6260
**Organizations included in the annual fund - APASU, BSU, Forensics, Kalmekak, MASA, MEChA, NASA, Rainbow Continuum, Socratic Club please continue to submit the on-line form below to receive allocation from the annual fund.
Educational Activities supports the activities, programs and travel of OSU Recognized Student Organizations.
We do not fund closed (member only) activities or programs or activities focused on philanthropic outcomes.
All uses of these funds are subject to University and Student Fee Financial regulations and limitations.
All funding requests must be submitted a minimum of four (4) weeks in advance of the event/activity/program. In addition the following timelines for submission of travel, high risk or complex activities must be followed. Deadlines for submission dates for each term are also provided below.
Please only include one event per form. If you are planning multiple events during the year, submit a new form for each event.
Student Events & Activities Center Overview:
The Student Events & Activities Center (SEAC) provides opportunities for OSU students to Engage in What Matters. The Center focuses on the support and development of students as programmers, leaders and active community members. The Center’s programs are committed to enhancing the student experience by creating opportunities for students to gain a sense of mattering, belonging and lifetime connection to the OSU community. The Center promotes tradition, celebration, learning, global engagement, social justice and legacy through activities, initiatives, cultural programming, student organization support, and community participation.
The SEAC SORCE (Student Organization Resources for Community Engagement) program enhances the student experience by providing Student Incidental Fee Resources focused to recognized student organizations primarily supporting on-campus out of the classroom engagement that focuses on: Leadership and Organizational Development; Civic Engagement; Global Citizenry; and Community Building and Celebration.
To apply for a SORCE Coordinator position, submit the following through the application form at the end of this page by the application deadline - June 9, 2014 5pm.
SLI Staff Fall Training:
All successful candidates will be required to fully participate in SLI Student Staff Fall Training (September 11-25, 2014) and Winter Training/Retreat (January 2-4, 2015).
Questions? Contact Robin Ryan, Associate Director for Student Events and Activities | (541) 737-2917 | Robin.Ryan@oregonstate.edu.
Two (2) SORCE Coordinators are hired for the 2014-2015 academic year. Each Coordinator will lead in supporting allocation, tracking, and assessing use of two unique funds, both approximately $125,000 of student fee funds. The Center is looking for responsible, open-minded and motivated students who want to enrich the diverse campus community through civic and global engagement by supporting the success of students and student organizations in the development of the student organizations, student leaders and community; and in the planning, production and hosting of activity on the OSU campus.
Allocation & Expenditure Support:
Program Development, Promotion and Documentation
Student organization funding may come from many different sources. Some organizations institute dues or participation fees, host fundraisers or solicit funding from many places including those listed below. Student organization fundraising activities being held on campus must be reported through the student organization database. The Student Events & Activities Center can provide ideas for successful fundraisers.
The OSU Student Foundation is a student-led, sponsored student organization dedicated to the growth and advancement of recognized student organizations on the Oregon State University campus. Established in 1973, the Student Foundation is intended to serve the OSU community by:
The funds used to support such activities are provided via a grant from the OSU Foundation and occasional fund-raising activities. The Student Foundation Board oversees the distribution of funds, annually allocated by the OSU Foundation. The Student Foundation Board also acts as ambassadors to the University, attending a variety of events and participating in community service as representatives of the student body.
Looking for funding for your student organization activities? Interested in joining the Student Foundation to be a part of an exciting and rewarding board? Looking for scholarships for the 2013-14 academic school year? Applications are available in the Student Events and Activities Center in Memorial Union 103 or can be downloaded below. Please contact Shashank Bathula (email@example.com) if you have questions. Constitution Available Here.
2013 - 2014 Officers
President: Shashank Bathula
Vice-President: Kevin Corey
Treasurer: Nathaniel Berry
Funding Request Director: Grant Howell
Membership Director: Kenny Kunisaki
Secretary: Senaida Mehmedovic
Webmaster: Daniel Song
Faculty Advisor: Michael Henthorne
How you manage your funds is often dependant on your funding source. For funds that student organizations directly raise through dues, fundraisers, etc, the Auxiliaries & Activities Business Center (AABC) provides access to a student organization Funds in Trust (FIT) account through the Memorial Union Finance Office (MU 215). For all other funding sources, contact that budget authority to identify appropriate use and documentation of money expendatures.
The AABC Finance Office provides the following services:
Accepts and records deposits of organization’s funds
Processes requests for checks to pay bill
Issues cash reimbursements
Keeps a running balance of organizational funds
Provides a monthly online statement on the status of your account
Provides cash boxes for student organization events
If you have already set up your MU account, you can access it using the following link:
The trick to accessing this page is that you have to be within the campus firewall (i.e. accessing any campus-networked computer or accessing the campus network remotely). Computers in residence halls, labs, the library, and public spaces (including the MU) should have access to the campus network.
The MU Accounting Office is located in MU 215 and is open Monday through Friday from 9:00am to 5:00pm. For further information stop by or call 541.737.2306.
The Memorial Union is a central place for several activities on campus. With twelve (12) conference rooms, the MU Lounge, the MU Ballroom, the MU Basement, The Commons, the International Forum and the MU Quad, the Memorial Union is an ideal location to reserve space for events. Reservations can be made up to a year in advance online through MU Guest Services. For major events, this is highly recommended! For resources related to hosting an event in the MU, visit their Event Resources webpage. Questions? Call MU Guest Services at 541.737.2416 or e-mail firstname.lastname@example.org.
Academic classrooms and some of the larger lecture halls, such as Milam Auditorium, can be reserved for meetings and/or events. For open events, reserve rooms through University Conference Services. For Closed events (members only), reserve rooms through the Registrar’s schedule desk. Each term, you will need to contact them at 541-737-2181 or email at schedule.oregonstate.edu to request a CRN number for your organization. Once you've attained a CRN, you can request classroom space at http://r25wv.ucsadm.oregonstate.edu/r25_wv/wv_servlet/wrd/run/wv_space.DayList?spdt=2013090500000000,spfilter=94835,lbdviewmode=grid.
In order to reserve AV equipment in these spaces, contact Media Services at (541) 737-2121 a minimum of 48 hours in advance of the meeting or event. For a list of available equipment and rental rates, visit http://oregonstate.edu/is/classroom-technologies/equipment.
Other Important Information:
Reser Stadium and the rooms within it, Gill Coliseum, The Valley Football Center, Merritt Truax Indoor Center, and Trysting Tree Golf Club are included among the variety of Athletic Facilities owned by OSU. For reservations and current price lists, please contact the Associate Director of Event Management at 541.737.3577. This person can support answering your questions about hosting an event in these spaces. For a description of current OSU Athletic Department facilities, please visit http://www.osubeavers.com/facilities/orst-facilities.html
Reservations use for the many outdoor areas, such as lawns and parking lots, on campus are coordinated by OSU Conference Services. To reserve most outdoor areas on campus and/or to receive information on current pricing, contact OSU Conference Services at 541-737-2402. This includes all campus streets, park and lawn areas, parking lots, patios, malls, etc. (with the exceptions noted below). For proper and timely consideration, Campus Grounds Use Requests MUST be submitted at least fourteen (14) days before the event date. If using any sort of sound for your event, you will need to fill out the OSU Sound Use Permit section in the Campus Grounds Use request. OSU Conference Services will send the Sound Permit to the appropriate departments and notify your student organization of acceptance. If you wish to have food at your event or need any equipment to make your event successful, please discuss your needs with OSU Conference Services.
Note: OSU Conference Services is NOT responsible for the following campus grounds:
The LaSells Stewart Center is a 40,000 square foot conference venue with high tech audio visual capabilities. It is comprised of Austin Auditorium, Construction & Engineering Hall, Giustina Gallery, several breakout rooms, an executive boardroom and additional event spaces. To see current availability in LaSells, you can visit the LaSells’ reservations calendar. To make a reservation in LaSells, or for rental pricing, you can contact OSU Conference Services (541-737-2120) at LSC.Services@oregonstate.edu. Click here for more information about the LaSells Stewart Center.
The CH2M HILL Alumni Center is a beautiful 40,000 square foot meeting and conference facility at Oregon State University. The center is comprised of the 7,000 square foot Cascade Ballroom, multiple breakout rooms and a stunning lobby. The variety of rooms offered at the center allows you the freedom to choose the most suitable space for your event. Whether you are hosting a large regional or national conference or a smaller local meeting or social event, the CH2M HILL Alumni Center will provide the perfect setting for your event. To reserve space and to get a price quote for the facility, contact the Alumni Center Reservations and Event Coordinator at (541) 737-7869. If you would like to see room capacities and the floor plan for your reservation, please visit http://oregonstate.edu/conferences/CH2M-capacities.
For general information about OSU Recreational Sports visit http://oregonstate.edu/recsports/. Dixon Recreation Center, McAlexander Fieldhouse, Tennis Complex, Peavy Sports Fields, and Student Legacy Park, can all be rented out through Recreational Sports (Rec Sports). In order to reserve a space, you will need to complete and submit a Rental Request Form. Reservations are prioritized based on your relationship to Rec Sports and OSU. This prioritization classification and information necessary to submitting a rental inquiry can be found on the rentals page of the Recreational Sports website. For rental rates, please visit http://oregonstate.edu/recsports/rental-rates.There is limited equipment available to use with your rental. Please contact Dixon Recreation Center to see if they can accommodate your equipment needs. Food and beverages are only allowed in the designated lounge areas at Dixon Recreation Center, Stevens Natatorium, and Student Legacy Park. Food and beverages are not allowed in other Rec Sports Facilities. No open drink containers are allowed in any activity area. Water may be carried in squeeze bottles with secure lids into all Rec Sports Facilities.
There are six (6) cultural and resource centers on the Oregon State Campus. Each of these centers allow students to share their identities in safe, secure environments and have small spaces available for reservation to students at little or no cost. To reserve a space at one of the Cultural or Resource Centers, fill out an online reservation form under “Reservation” at the desired Cultural or Resource Center’s website. You can also call or stop by during office hours. Note: to reserve the Pride Center, please call or visit their space. To learn more about each center, please visit their websites:
Add current manuals for SSOs and info about more to come...
Add plc stuff here
In order for your organization’s site to be hosted under the OSU domain at groups.oregonstate.edu, you must use the Drupal content management system installation provided by Central Web Services (CWS) and use the theme associated with your organization’s classification.
Due to the number of security vulnerabilities introduced by software installed by groups, CWS does not permit installations of custom software. If you install custom software, your site may be disabled. Also due to policy, custom themes are no longer permitted. Instead, you are encourage to focus on the use of imagery within your site.
Central Web Services provides no-cost training options for Drupal. Details on training courses are available at http://oregonstate.edu/cws/training. All materials are available for download and self study from this website. You may also register for in-person courses online at http://oregonstate.edu/cws/register.
A new domain has been established for student organization websites; groups.oregonstate.edu, which will mean a change to a recognized student organization’s URL. If you are a recognized student organization and your site currently has one of the following addresses: people.oregonstate.edu/studentgroups/<name>, people.oregonstate.edu/groups/<name>, or oregonstate.edu/groups/<name>; the new domain your site will have the following URL: groups.oregonstate.edu/<name>. Central Webs Services will contact and work with you to transition your current site to the centrally provided site.
If you are a VSO or SSO and your organization’s site is not currently using Drupal, CWS will create a development site for your organization in the new groups.oregonstate.edu domain and allow you time to transfer your content from your existing site into the new Drupal site. If your group already has a CWS provided Drupal site, CWS will perform an initial migration of your content from your current install into the SSO or VSO version of Drupal, depending on your organization’s status. You will have the opportunity to verify your content displays correctly and functions properly prior to the removal of your existing site. Once your site has been verified, your old site will be deleted and a redirect will be provided to the new URL for a period of 6 months.
Once your group has completed the annual registration process, you may want to create a group email listserve to help manage communication with your members. To establish a listserve, go to the OSU Mailing Lists site (lists.oregonstate.edu) and fill out the on-line listserve request form. For more information on editing your list, including adding or removing members or recoving passwords, visit http://oregonstate.edu/helpdocs/e-mail/e-mail-listserv-mailman/ownersadministrators.