Plan a Student Organization Event

Student organization meetings should be documented so that members and advisors can follow decisions, responsibilities, and upcoming plans.

For each meeting:

1. Create an agenda using the General Body Meeting Agenda Template.
2. Submit or share the agenda with your advisor.
3. Record decisions, assignments, and next steps.
4. Save the completed agenda and meeting notes in your organization’s shared Google Drive.

[Download the General Body Meeting Agenda Template]

Organizations are expected to offer intentional programs that support the Warren community.

Core Values

Throughout each quarter, organizations must address a minimum of two to three of the following core values, as determined with their advisor:

• Educational: Helps students gain knowledge or learn a new skill
• Community-Building: Creates connection and belonging
• Leadership: Develops students’ leadership skills or experience
• Faculty Interaction: Creates opportunities to engage with faculty
• Multicultural: Encourages cultural awareness and understanding
• Wellness: Supports students’ physical, emotional, or social well-being
• Transitional: Helps students navigate college milestones or transitions
• Community/Service Learning: Connects service with learning and reflection

One program may address multiple core values. Organizations should identify the applicable values in their Event Planning Proposal.

Additional Program Requirements

Organizations must also:

• Complete at least two independently led, non-collaborative programs per quarter, at the discretion of the advisor.
• Complete at least one observance or awareness program by the end of the academic year, such as an AAPI Heritage Month, Black History Month, Pride Month, Earth Day, or other awareness-based programs.
• Participate in a quarterly or annual reflection with their advisor. Quarterly reviews will generally occur during Week 9.

Organizations that do not meet their programming requirements must meet with their advisor and the Director of Student Organizations before planning additional events.

During this review, event-planning activity may be paused, including approval of:

• Event Planning Proposals
• Purchasing Requests
• Budget Proposals
• Other event-related requests

Complete the following steps in order. Your advisor may require additional forms or approvals based on the program’s location, size, activities, food, performers, vendors, or level of risk.

Step 1: Discuss the Program With Your Advisor

Before submitting requests, confirm the program’s:

• Purpose and intended audience
• Core values
• Proposed date, time, and location
• Estimated attendance
• Preliminary budget
• Staffing needs
• Accessibility considerations
• Potential risks, vendors, food, travel, or transportation needs

Advisor discussion helps develop the program but does not replace the required forms or constitute final event approval.

Step 2: Submit the Event Planning Proposal

An Event Planning Proposal (EPP) is required for every organization program, including:

• Meetings open to the broader Warren community
• Social and educational events
• Workshops and awareness programs
• Collaborative events
• Off-campus programs
• Informational or promotional tabling

Do not advertise the event, make purchases, or confirm arrangements until your proposal has been reviewed.

[Submit the Event Planning Proposal]

Step 3: Complete the Event Budget

Complete the Event Budget Template to estimate all program expenses and identify the intended funding source.

Your budget should include:

• Food and refreshments
• Program supplies
• Decorations
• Equipment or facility expenses
• Performer or vendor costs
• Transportation
• Printing and promotional materials
• Prizes or approved gift cards
• Any expected revenue

Submit the completed budget to your advisor for review. Budget approval does not authorize students to make purchases personally.

[Download the Event Budget Template]

Step 4: Confirm Space and Event Requirements

Work with your advisor to determine the correct reservation process.

Depending on the program, you may also need:

• A room or outdoor-space reservation
• A food permit
• A liability waiver
• Event insurance
• A performance agreement
• Equipment or parking arrangements
• Accessibility accommodations
• Additional risk-management review

Campus reservations, including Warren Mall, are managed through the Triton Reservation and Event System. See below for links to various space reservations.

Learn About Campus Reservations

Do not assume a space is confirmed until you receive an official reservation confirmation.

Step 5: Submit the Graphic Design Request

If your organization needs a flyer, digital graphic, printed material, or merchandise design, submit the Warren College Graphic Design Request.

Submit the request at least two weeks before the event. Merchandise and large-scale projects may require additional time.

Before submitting, confirm:

• Approved event name
• Date, time, and location
• Event description
• Registration link or call to action
• Requested dimensions and formats
• Logos or required branding
• Printing needs
• Final need-by date

Graphic design requests are not accepted by email. Review the Design and M

[Submit the Graphic Design Request]

Step 6: Submit the Purchasing Request

All purchases must be reviewed and approved in advance.

Include:

• Approved event information
• Completed event budget
• Item descriptions and quantities
• Vendor links or quotes
• Funding source
• Date the items are needed
• Delivery or pickup information

[Submit the Purchasing Request]

Students should not purchase items with personal funds unless they have received advance written authorization. Reimbursement is not guaranteed.

Submitting a request does not guarantee that an item can be purchased. Some vendors, gift cards, high-cost purchases, food orders, performers, and services require additional processing time or documentation.

Step 7: Submit the Promotions Request

After the event details and promotional materials are approved, submit the Promotions Request.

Promotion options may include:

• Warren College social media
• Warren College Events Email
• Student Events Insider
• Campus newsletters
• Flyers or approved physical postings

[Submit the Promotions Request]

For the Warren College Events Email, submit information by Thursday at 8:00 a.m. during the week before the event. Space is limited.

Student Events Insider announcements should be submitted at least eight days before the event.

Step 8: Complete Staffing Assignments

Before the event, use the Program Staffing Templates to assign responsibilities.

Planning assignments may include:

• Purchasing and supply tracking
• Marketing and outreach
• Registration or RSVP management
• Vendor communication
• Space and equipment confirmation

Day-of assignments may include:

• Setup and cleanup
• Check-in and attendance
• Food distribution
• Activity facilitation
• Photography
• Accessibility support
• Vendor or performer support
• Evaluation collection

[Download the Event Staffing Template]

After the Event

After your program:

1. Record attendance and participation.
2. Submit Prize Distribution Form if Applicable
3. Save receipts and required purchasing documentation.
4. Return borrowed equipment.
5. Review participant feedback and program outcomes.
6. Save final materials in the organization’s Google Drive.
7. Discuss successes, challenges, and next steps with your advisor.

Some programs require additional forms or policies. Review these resources with your advisor when applicable.

Risk and Safety

• Photo Release Form
• Individual and Group Liability Waivers
• UC San Diego Risk Management

Food, Performers, and Vendors

• UC San Diego Catering Policies
• Performance Agreements and Contracts
• Understanding Movie Copyright [PDF] from Swank Motion Pictures

Facilities and Equipment

• Triton Reservation and Event System
• Warren College Conference Room Requests - Requests for conference room space must be submitted through your advisor.
• Warren Mall Space Reservations 
• Student Activity Center Room Request
• Parking and Transportation Requests

Funding and Purchasing

• Warren College Student Council Funding Request
• Event Budget Template
• Prize Distribution Form

UC San Diego Policies

• UCSD Principles of Community 
• UCSD Policies and Procedures Applying to Student Activities 
• Warren College Residential Life Posting Policy
• Price Center Posting Policy
• Trademark Licensing