Student Organization Event Planning Guide

"RSO Reserve a Simple Meeting" is only for meetings that do not require any type of setup, special Audio/Visual needs, parking, do not have catering or require additional support from any other campus entity.  There are limited meeting rooms available to reserve in this template; however, these meeting rooms can be reserved the day of the meeting up to fifteen (15) minutes in advance.  RSOs that submit this reservation template will receive an automatic confirmation titled, “Web Confirmed;” these templates do not require processing from the Department of Student Activities.

"RSO Reserve an Information Table" is for an information table to hand out information only. Fundraisers and food are prohibited at information tables with this template.  Requests can be made forty-eight (48) hours in advance of the request.  RSOs that submit this reservation template will receive an automatic confirmation titled, “Web Confirmed;” these templates do not require processing from the Department of Student Activities.

"Internal Event Request Form" can be used to request any space in the reservation system and can be used for any type of space request. Large scale events and fundraisers should be submitted using this template. Reservation requests in this template must be submitted at least ten (10) days, including weekends, prior to the requested date and can be scheduled up to 365 days in advance.

If your event would like any elements listed in the Added Elements to Your Event section below, please submit an Internal Event Request Form.

Please email studentactivities@kennesaw.edu to schedule an appointment to meet with one of our Event Coordinators.  Please see our website for Department of Student Activities hours and locations.

• Please place your request through the KSU Reservations Portal.
• The option of virtual participation for members who are not comfortable attending a face to face meeting is recommended.
• Groups should make sure members and guests know that if they are sick, they should not attend face-to-face activities, events, or meetings. 
• Groups should provide information to all members regarding appropriate action steps if a member reports being ill/sick and/or may have been exposed to COVID-19. 
• Bring sanitation wipes/spray for your attendees to disinfect surfaces.  High touch areas should be cleaned before, after, and periodically throughout the event.  The client is responsible for identifying high touch areas prior to the start of the event with the assistance of their Event Coordinator.
• Simple Meetings may be booked as they typically have through the KSU Reservations Portal. 
• The hosting student organization is responsible for following and enforcing all applicable guidelines.  Meetings or events found in violation may result in loss of reservation privileges for the remainder of the semester and/or referral to the Department of Student Conduct and Academic Integrity.

• All on campus RSO and FSL events should maintain a record of attendance in Owl Life.  Upon receipt of confirmation for your in-person meeting or event, please follow the instructions for creating an event in Owl Life. 
• Card readers are available for checkout beginning in the Fall 2021 Semester.  Please visit the RSO Resources website to request the use of a card reader.  You may also take attendance at your event using the contactless attendance tracking feature in Owl Life. 
• For questions or assistance with setting up an event in Owl Life or tracking attendance, please email studentactivities@kennesaw.edu.

• To find a space on campus that fits the size of your event (the number of attendees), enter your search criteria using filters on the left-hand side of the KSU Reservations Portal.
• For questions about finding a space that fits your meeting or event, please email studentactivities@kennesaw.edu.

• Tabling will be available at outdoor locations and limited indoor locations and must be reserved through the KSU Reservations Portal. In the event of inclement weather, the outdoor tabling reservation will be automatically be cancelled and the student organization is responsible for submitting a new reservation form through the KSU Reservations Portal.
• If your organization is hosting a simple information table, please use the "RSO Reserve an Information Table" template in the KSU Reservations Portal.  If your tabling event will have amplified sound, a fundraiser, or any other element beyond handing out information, please use the "Internal Event Request Form" in the KSU Reservations Portal.
• Please be sure to select the option to add one table plus two chairs (see picture below).
• The host is responsible for bringing sanitation wipes/spray to disinfect the table before and after use. If the host/organization does not have sanitation wipes to clean your table(s), they can go to the Information Desk inside the Student Center where they will be provided with one.

• PA systems may be checked out from the Kennesaw Campus (only for events on the Kennesaw Campus) using the Equipment Use Request Form found on the RSO Resources website.
• All A/V needs on the Marietta Campus should be included in your reservation request and arranged by your Event Coordinator. 
• The host is responsible for bringing sanitation wipes/spray to disinfect the PA system before and after use. 

• Host is encouraged to wear a face covering and gloves.
• Hand sanitizer should be available for guests and the host.
• Please be sure to submit a Fundraising Request Form in addition to the space request through the KSU Reservations Portal.

All catering on the Kennesaw and Marietta Campuses must follow the policies set forth by KSU Catering.

KSU Catering is available based on successfully meeting building and space requirements.  Catering is defined as food service that meets the following conditions:

• The food to be served is prepared and transported by a licensed restaurant, caterer or other food service provider.
• The food requires set up and/or on‐site service (such as chafers, Sterno or other heat source, banquet attendants, servers, etc.) or any food that requires temperature maintenance.

Catering does not include food and beverages that do not require the maintenance of a serving temperature, such as chips, crackers, nuts, cookies, special occasion cakes, bagels, and donuts.

To begin planning your event, please complete the Catering Request Form.  KSU Catering kindly asks that events be booked two weeks in advanced.  Final details of menus and services must be finalized at least seven business days prior to the event.  If you have any questions, please email ksucatering@kennesaw.edu or call 470-578-7715.

All catering on the Kennesaw and Marietta Campuses must follow the policies set forth by KSU Catering.

If you would like to bring in food from an off campus catering service, KSU Catering grants exemptions (with proper documentation) for services they cannot provide.  If KSU Catering is unable to fulfill your request, you will receive a list of suggested caterers, including food trucks, from which to choose.  KSU Catering can act as a liaison between the selected caterer and the KSU contact to assist with completing the ordering process if requested.  Student organizations are responsible for processing all invoices and ensuring timely payment to the vendor. 

To request the use of an Off-Campus catering service, please submit an External Catering Request Form.  The form contains information on what documents you will need from the caterer and how to submit the form for review.

If you would like a food truck at your event, you will need to work with your Event Coordinator to ensure all paperwork is filed with the appropriate departments on campus.  Please refer to the list of approved food trucks from Cobb County. 

Please complete a Food Truck Organizer Application and return it to your Event Coordinator along with the following documents (it is the student organization's responsibility to obtain the following documents from the Food Truck Vendor):

• Contract or invoice your organization has settled on with the food truck
• Menu your organization has settled on with the food truck
• Certificate of Insurance
• Worker's Compensation Insurance (no exceptions)
• All necessary food service and business permits to conduct business in Cobb County:
  • Certificate of Registration (State of Georgia - Department of Revenue)
  • Food Service Permit (State of Georgia - Department of Public Health)
  • Most recent Health Inspection Report
  • Business License/Occupation Tax Certificate

• Student organizations may sponsor slide shows, videotapes, or films on campus provided they comply with all copyright regulations.
• Student organizations must obtain permission from the individuals who have the rights to the film prior to showing the film.
• Student organizations may choose to show films for free or charge for admission. However, the cost of obtaining a license to show a film where patrons will be charged is more expensive than a freescreening.
• Organizations may not use videos rented from local distributors, personally owned items, or online streaming services (e.g. Netflix, Apple TV, Disney+, Amazon Prime, Hulu, Discovery+, etc.) to show videos to mass audiences. This is a violation of the law, as these are intended for home viewing purposes only.
• Please contact the Department of Student Activities to learn how to obtain movie licensing.  Email studentactivities@kennesaw.edu.

As of June 1st, travel restrictions for RSOs to represent the student organization in off-campus Events or Activities have been lifted.  Domestic travel will resume following the normal travel process.  International travel will need to be registered with the Office of International Safety and Security.  More information can be found in the RSO Manual.

In accordance with the Outdoor Amplified Sound Policy, amplified sound at student organization events must follow the following:

1. Use of amplified sound on outdoor University property is subject to reasonable time, place, and manner restrictions.
2. Use of amplified sound requires advanced approval through the Internal Event Request Form.
3. Amplified sound will not be permitted where it disrupts University operations, including classes, University activities with existing confirmed reservations in adjacent locations, and/or other academic and administrative functions of the institution.
4. Amplified sound is not permitted at Simple Information Tables.
5. Amplified sound is not permitted during the Finals Period of each semester.
6. Amplified sound on outdoor University Property may be approved only for the following timeframes and locations during the semester:
   Monday-Friday: 11:30 AM – 1:30 PM; 4:00 PM – 11:00 PM
   Saturday-Sunday: 11:30 AM – 11:00 PM

Amplified sound in and around campus residential communities is regulated by the KSU Residential Code of Conduct.

If you would like a DJ or band at your event, you will need to work with your Event Coordinator to ensure all paperwork is filed with the appropriate departments on campus.  Please submit the following documents to your Event Coordinator (it is the student organization's responsibility to obtain the following documents from the BJ/band):

• Contract or invoice your organization has settled on with the DJ/band
  • If you submit an invoice, your Event Coordinator will work with you to also complete a KSU Artistic Performance Agreement Form.
• Certificate of Insurance

If you would like a paid speaker/lecturer at your event, you will need to work with your Event Coordinator to ensure all paperwork is filed with the appropriate departments on campus.  Please submit the following documents to your Event Coordinator (it is the student organization's responsibility to obtain the following documents from the speaker/lecturer):

• Contract or invoice your organization has settled on with the speaker/lecturer
  • If you submit an invoice, your Event Coordinator will work with you to also complete a KSU Lecture Agreement Form.
• Certificate of Insurance

KSU has a Microsoft feature called "Teams" that allows you to meet online (similar to Zoom, Skype, etc.).  This is a great way to conduct virtual chapter, general body, executive board, or one-on-one meetings.  Please visit the University Information Technology Services (UITS) website for instructions.  If you have questions about this technology, please contact the UITS Student Help Desk at (470) 578-3555 during the hours posted on their website. Some fast facts about Microsoft Teams:

• Can have 250 maximum participants
• Works with non-Microsoft Office 265 users
• Ability to share screen during meetings
• Can share files with the Team

Your organization is able to hold a livestream event through Teams Live.  You may reserve a Teams Live on the Reservations Portal by searching for "Teams Live" in the location options for the Internal Event Request Form.  Some fast facts about Teams Live:

• May have up to 9 presenters and 1 producer
  • Presenters and producer must have Microsoft Office 365 (all KSU students, faculty, and staff have this)
  • Presenters and producer can share screens and turn cameras on/off
• Can have up to 10,000 participants
  • Participants can see the video but will not be on video
  • Participants must interact through the Q&A section or chat feature only

Owl Life offers a variety of features to help your organization operate online, including elections, constitution/bylaw amendments, email messaging, documents, forms, and roster management.  For step-by-step instructions on how to use all of these features, please see the Owl Life Resource Guides on the RSO Resources section of our website.  For questions about Owl Life, please email studentactivities@kennesaw.edu.

All KSU students have their own Zoom accounts, which can host meetings for up to 300 people.  Students can access their Zoom accounts at https://kennesaw-edu.zoom.us.

If your organization would like to host a Zoom event/webinar, please reserve a Zoom Webinar on the Reservations Portal:

• For a 300 person Zoom event, please search for "300 Person Zoom Event" in the location options for the Internal Event Request Form.
• For a 1000 person Zoom event, please search for "1000 Person Zoom Webinar" in the location options for the Internal Event Request Form.

Facilitating Virtual Meetings

• Five Tips for Virtual Meetings

Ice Breakers

• Virtual Ice Breakers
• 35 Virtual Icebreakers for Your Remote Meetings

Your organization will pay for A/V when your event requires additional equipment other than the built-in equipment in your space (if there is any). Additionally, you will pay for A/V when your event requires a technician outside of regular business hours (Monday-Friday, 8AM-5PM).