Event Smart

*The next EVENT SMART Workshop is during SOURCE Officers Academy on August 23, 2014!  Visit the SOURCE Officers Academy link (see left) for more details.

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The University of Alabama has implemented the following Event Registration Procedures out of a desire to educate, assist, and support our students as they plan responsible programs and services.  The process is designed to guide student organizations toward more successful events through our risk management guidelines, Social event guidelines, and our Student Handbook and code of conduct.  In collaboration with the Office of Student Involvement, the Office of Greek Affairs, and UA Facilities and Grounds The University of Alabama is responsible for oversight of the Event Registration Program.  Event Smart is mandatory workshop and tool (which must be completed annually) devised to assist student organizations with utilizing mySOURCE to submit events/notifications, etc. for approval using the “Online Event Planning Form”. Click the question to view more details.

All on-campus events (with the exception of recurring/regular organization meetings and information tables) require an “Online Event Planning Form” submission.  ‘Recurring/Regular’ meetings are meetings that include just members in an informal/general meeting setting and are not advertised to the public.  A meeting is no longer considered ‘recurring/regular’ if it includes any of the following:

  • The sale or value exchange of items or services
  • Paid or unpaid speakers, performers or services in events involving 50 or people
  • Amplified sound, staging, building of structures, etc.
  • Philanthropy events or events involving the sales of items or collection of items
  • Distribution or Sell of food and/or drinks to 50 or more participants
  • Events that are open to the public.
  • Events which take place in a UA facility or on UA grounds

  • Social or other on-campus events involving 50 or more people
  • Swaps, Step shows, and/or Band/Day Parties
  • Any event held outdoors on UA grounds
  • Any philanthropy event or program where funds will be collected or items will be sold
  • Any request for to advertise publicly via signs, chalking, etc. on UA grounds
  • Any on-campus event where an admission fee will be charged
  • 5K/Parades and/or Carnivals and Marches/Demonstrations
  • Events involving minors (Individuals 17 years and under)

To register an event/program with The University of Alabama your organization must be officially registered with The SOURCE for the current academic semester.  If the organization as existed but is not recognized as renewed for the current academic year or does not have an organization profile on mySOURCE, then they will need to complete that process and be approved prior to submitting.  In addition to those stipulations, the organization must be in GOOD STANDING with The Office of Student Conduct and have up-to-date contact information listed in mySOURCE for the officers and advisors.  Any organization which does not meet those requirements will not be eligible to host events/programs on campus.

The President and Advisor of the organization, must submit the “Event Planning Acknowledgement Form” which authorizes members of their organization to be trained through the Event Smart Workshop.  Only individuals who participate in the Event Smart Workshop will be allowed to submit events/programs on behalf of the organization.  This is including presidents/advisors.  Any president/advisor who wishes to submit events on behalf of the organization should also attend events.

In order to submit an event and/or program on behalf of your Student Organization, the individual must attend the Event Smart workshop.  Once the individual has completed the 1 ½ hr Event Smart Workshop, will be administratively given permission to submit events by The Office of Student Involvement.

  • NOTE:  The student must be an active member on the roster of the organization in order to have access to event submission features for that particular organization.  This access is granted per organization and not by the user alone.  If an individual is involved in another organization, in order to submit events on behalf of that organization, their president will need to submit the “Event Planning Acknowledgement Form” on behalf of that individual. The training must only be attended once per academic year.

Event Smart Workshop Dates Are:  Tuesday, January 28th @ 5:00pm; Tuesday, February 19, 2014 @ 5:00pm; March & April TBD)

Events and programs must be submitted at least 7 – 10 business days in advance of the actual date.  Business days constitutes Monday – Friday.  Any form that is submitted which DOES NOT meet this requirement will be immediately denied and the organization will be advised to find a new date/time for the event.

By default, the system will include any advisor who is listed on your organization roster as the primary advisor in the event review process.  They will receive a notification to review your event submission via email.  They will also be included on any correspondence and information that is communicated to you by the administrators and reviewers of the event.  The advisor should review the information submitted by the student organization to ensure that the information is accurate.  If they agree with the information submitted, they will follow the prompts to click “Yes” or “No” in support of their decision regarding the event/program.

Information regarding events and managing events at UA can be found at http://thesource.ua.edu/event-smart.  If you need more assistance, then feel free to stop by 355 Ferguson Center and make sure that you set up an one-on-one consultation or get help that day!

Events can only be created by student leaders who have been “Event Smart Certified” or who have “Administrator” rights with the organization.  Events that have an image or flyer uploaded along with it will appear on the Event Flyerboard on the Home page. You can set who can see and RSVP to the event during the creation process.  The basic steps are included below:

1. Log in to your campus site and go to your organization’s page.

2. Go to Events on the left side.

3. Click on “Create Event”.

4. Enter the Name, Location, Start Time, and End Time. These fields are required.

5. Enter a brief description of the event.

6. Indicate if you’d like to include a link to Google Map to the location of the event.

7. Indicate if you’d like to include a link to the weather information regarding the event.

8. Attach a flyer to associate with your event. Supported files include image files (jpg, jpeg, tif, tiff, gif, png, bmp), office files (xls, xlsx, ppt, pptx, doc, docx, pub, rtf) and html, htm, mht and pdf.

** If a flyer is not uploaded, the event will not display on the Event Flyerboard on the Home page. **

9. Specify the type of event:

  • Public: Anyone who accesses the site will be able to view this event.
  • Campus Only: Any logged-in user can view this event.
  • Organization Only: Only members of your organization can view this event.
  • Invitation Only: Only those invited to this event can view it.

10. Identify any Categories that the event falls under. You can add as many Categories as appropriate by continually selecting them from the drop-down menu.

11. Specify the RSVP Option for the event:

None: No one can RSVP to the event.

Open: Any one can RSVP to the event.

Invite: Only those invited to the event can RSVP.

12.  Select a maximum number of RSVP spots allowed if applicable.

An RSVP “cap” or maximum number of open spots can be set when creating or editing an event. Event creators can specify whether guest attendees should be counted toward the cap amount or not, and also decide whether to show the remaining number of available spots to the public.

13. Indicate if anyone is able to self-report their attendance to the event.

14. Indicate if you’d like to create a QR code for students to access to receive the details of the event.

15. Add any additional information that your campus requires.

16. Click “Next”.

** Based on our campus settings and the type of event, you may need to provide additional information about your event. Your event will also be approved by a designated team of campus administrators prior to sending invitations. You will be notified when your event has been approved or of any changes that you’ll need to make to the event. **

Edit Existing Events

From the Events option on your organization’s page:

1. Click on the name of the event you’d like to edit.

2. Click “Change” below the name of the event.

3. Update any of the details of the event, including the date, time, or location.

4. Click “Next” at the bottom of the page.

** If your campus has implemented an Event Form, you will have to update any of the information originally submitted on this form. Click “Next” to continue through the form. **

5. Click “Submit”.

** Your changes may need final approval before it is posted. **

Cancel Existing Events

From the Events option on your organization’s page:

1. Click on the name of the event you’d like to edit.

2. Click “Cancel” below the name of the event.

3. Include any comments that you’d like sent to any individual who RSVPd to the event.

4. Confirm cancellation.

USEFUL TOOLS/RESOURCES

*General Event Planning Resources *General Policies & Procedures *Chalking Guidelines *Event Signage Guidelines (Coming Soon)* 5k/Parade/Demonstration Campus Route Options * Policy Reminders * Approved Caterers

Before you register an event, you should read this Event Step-By-Step Guide

*ONLINE EVENT SUBMISSION INSTRUCTIONS*