Event Planning Frequently Asked Questions

1. How do I book Bannan Lounge & hallways?

• Contact the SBA President in advance to book the Lounge and/or hallways.
• You can set up your own tables-- extra tables are located in the storage closet in the lounge.
• Contact the President at least 2 weeks before your event.

2. How do I order tables and chairs if my event is not in Bannan?

• Contact Facilities (facilities-csc@scu.edu or 554-4742).
• Fill out an Event Equipment Request Form which can be found on Facilities' Website.
• Contact the Event Planning Office (eventplanningoffice@scu.edu) if your event is in Benson.

3. How do I book a room?

• Use Astra to request rooms all over campus, including Bannan Hall, Benson Center and Arts & Sciences Building. Click here for directions on how to use Astra.
• Contact Laura McGeehon (lmcgeehon@scu.edu) if you have any questions or issues with Astra. Please give her 48 hours minimum to process your request.
• You will need a password to access Astra, which only officers will receive. Note that passwords change every year. Passwords will be given out once LSO's meet registration requirements.
• Once you receive a room confirmation, add your event to the Law School Web Calendar. Directions for how to post events on the Web Calendar can be found on ClaraNet under: Main Index> Reserves by Department> Student Services> Law Student Organizations.
• Book the room right away (max. 3 months in advance), they fill up quickly!

4. If I want to have a panel or speaker event with alums or someone from a firm, etc., is there anyone that I should be contacting or could help me?

• YES! Please contact Law Career Services (lcs@scu.edu) and Law
• Alumni, lawalumni@scu.edu).
• They can help you find alumni and/or speakers from firms, etc. They can also co-sponsor events!
• The Centers (High Tech Law Institute, Center for Global Law & Policy, and Center for Social Justice and Public Service) are also here to help you and might be interested in co-sponsorship.

5. What are my food options when purchasing food?

• Outside vendor:
  • Can only be used for internal events (law school only) in Bannan Hall
  • Food purchase must be under $200
• Bon Appetit or Adobe Lodge:
  • Choose between these on-campus vendors if:
    • it's an external event;
    • it's an event outside Bannan Hall; or
    • it's an event involving alcohol.
  • Bon Appetit:
    • Contact Cheryl Hartzheim (chartzheim@scu.edu or 554-4059), Director of Caterin
    • Must use Bon Appetit if your event is in Benson.
  • Adobe Lodge:
    • Contact Kristen Cacdac (kcacdac@scu.edu or 554-4059), Senior Events Planner
    • Must use Adobe if event is in Adobe Lodge.
• Please adhere to the University's Food and Beverage Policy and the Alcohol Policy (found in the hand book) when planning events.

 

6. How do I advertise my events?

• Here are your options:
  • Bulletin board
  • Whiteboards
  • Student Announcement Channel (TV screens)- contact lawdigitalsignage@scu.edu.
  • Grapevine: E-mail the SBA Secretary at scu.sba.grapevine@gmail.com no later than 5pm on Thursday prior to the week of publication. All submissions must be in PDF format.
  • SBA Blog: contact SBA Online Editor
• Note: No fliers should be placed in the Bannan mailboxes.
• All advertisements should include:
  • Disability statement: "In compliance with the ADA/504 please direct your accomodation requests to: ;_____ (name of the sponsor/ organizer/ coordinator of the event)." Should your organization receive a request for an accomodation, please contact your advisor.
  • Speaker's statement: "The presence of a guest speaker on the campus of SCU does not necessarily imply approval or endorsement by the University of the views expressed by the guest speaker or by anyone else present at the event."
  • See the Law Classroom, Lounge and Announcement Policies for more details.

 

7. How do I reserve parking for my speaker?

• Contact Millie Kenney from Campus Safety (makenney@scu.edu) who can help reserve parking for you. Provide a date, times needed and guest/ speaker's name.
• Once confirmed, inform your guest/ speaker to give their name to the Campus Safety officer at the front gate to receive their permit.

 

8. How do I make sure my event isn't double-booked or conflicting with a different event?

• All groups should be posting their events to the Law School Web Calendar. Directions for how to post events on the Web Calendar can be found on ClaraNet under: Main Index> Reserves by Department> Student Services> Law Student Organizations.
• Remember: Astra is only for room requests, it is not an event calendar.
• Co-Sponsor!  Co sponsorship with another LSO or with Law Career Services or Law Alumni!

 

9. How do I order AV equipment for my event?

• If the event is in Bannan: contact Law IT Help Desk, 554-5508.
• If the event is not in Bannan: contact Media Services, 554-4520.

 

10. Can I afford my event? How do I get reimbursed?

• Check with your Club Treasurer before you do anything! All reimbursements must go through the LSO Treasurer and the SBA Treasurer. They are then processed through the Law Finance Office, lawfinance@scu.edu.
• See the LSO Financial and Budget FAQs for more information.

 

11. If I am bringing in a well-known or controversial speaker, do I need to let anyone know?

• YES! Please contact Alisa Guglielmo in Law Student Services (aguglielmo@scu.edu or 554-7883).

 

12. What kind of gifts can I give speakers?

• Contact Joanie Schuller (jschuller@scu.edu or 554-5473), Special Projects Director.
• She can set you up with the same type of gifts that the law school administration gives out.
• These items are FREE for your organization!

 

13. Is there anything else I should be thinking of?

• YES! Risk Management:
  • Contact Alisa Guglielmo (aguglielmo@scu.edu or 554-7883), who can help review programming and activities for risk management issues and concerns. She can contact the University Risk Manager, Sam Florio, if needed.
  • Examples of when to use risk management:
    • Review of contracts (SCU students can't sign contracts)
    • Food handling workshops
    • Clarification of travel and University vehicle policies
    • Review of fire and safety regulations, including emergency procedures
    • Safety, security, and crowd control measures
    • Instructor/ facility certification
    • Insurance review of outside agency
    • Ambulance service
    • Safe service of alcohol at events
    • See the Safety and Risk Management Guidelines for more info.

Event Planning Frequently Asked Questions

1. How do I book Bannan Lounge & hallways?

• Contact the SBA President in advance to book the Lounge and/or hallways.
• You can set up your own tables-- extra tables are located in the storage closet in the lounge.
• Contact the President at least 2 weeks before your event.

 

2. How do I order tables and chairs if my event is not in Bannan?

• Contact Facilities (facilities-csc@scu.edu or 554-4742).
• Fill out an Event Equipment Request Form which can be found on Facilities' Website.
• Contact the Event Planning Office (eventplanningoffice@scu.edu) if your event is in Benson.

 

3. How do I book a room?

• Use Astra to request rooms all over campus, including Bannan Hall, Benson Center and Arts & Sciences Building. Click here for directions on how to use Astra.
• Contact Laura McGeehon (lmcgeehon@scu.edu) if you have any questions or issues with Astra. Please give her 48 hours minimum to process your request.
• You will need a password to access Astra, which only officers will receive. Note that passwords change every year. Passwords will be given out once LSO's meet registration requirements.
• Once you receive a room confirmation, add your event to the Law School Web Calendar. Directions for how to post events on the Web Calendar can be found on ClaraNet under: Main Index> Reserves by Department> Student Services> Law Student Organizations.
• Book the room right away (max. 3 months in advance), they fill up quickly!

 

4. If I want to have a panel or speaker event with alums or someone from a firm, etc., is there anyone that I should be contacting or could help me?

• YES! Please contact Law Career Services (lcs@scu.edu) and Law
• Alumni, lawalumni@scu.edu).
• They can help you find alumni and/or speakers from firms, etc. They can also co-sponsor events!
• The Centers (High Tech Law Institute, Center for Global Law & Policy, and Center for Social Justice and Public Service) are also here to help you and might be interested in co-sponsorship.

 

5. What are my food options when purchasing food?

• Outside vendor:
  • Can only be used for internal events (law school only) in Bannan Hall
  • Food purchase must be under $200
• Bon Appetit or Adobe Lodge:
  • Choose between these on-campus vendors if:
    • it's an external event;
    • it's an event outside Bannan Hall; or
    • it's an event involving alcohol.
  • Bon Appetit:
    • Contact Cheryl Hartzheim (chartzheim@scu.edu or 554-4059), Director of Caterin
    • Must use Bon Appetit if your event is in Benson.
  • Adobe Lodge:
    • Contact Kristen Cacdac (kcacdac@scu.edu or 554-4059), Senior Events Planner
    • Must use Adobe if event is in Adobe Lodge.
• Please adhere to the University's Food and Beverage Policy and the Alcohol Policy (found in the hand book) when planning events.

 

6. How do I advertise my events?

• Here are your options:
  • Bulletin board
  • Whiteboards
  • Student Announcement Channel (TV screens)- contact lawdigitalsignage@scu.edu.
  • Grapevine: E-mail the SBA Secretary at scu.sba.grapevine@gmail.com no later than 5pm on Thursday prior to the week of publication. All submissions must be in PDF format.
  • SBA Blog: contact SBA Online Editor
• Note: No fliers should be placed in the Bannan mailboxes.
• All advertisements should include:
  • Disability statement: "In compliance with the ADA/504 please direct your accomodation requests to: ;_____ (name of the sponsor/ organizer/ coordinator of the event)." Should your organization receive a request for an accomodation, please contact your advisor.
  • Speaker's statement: "The presence of a guest speaker on the campus of SCU does not necessarily imply approval or endorsement by the University of the views expressed by the guest speaker or by anyone else present at the event."
  • See the Law Classroom, Lounge and Announcement Policies for more details.

 

7. How do I reserve parking for my speaker?

• Contact Millie Kenney from Campus Safety (makenney@scu.edu) who can help reserve parking for you. Provide a date, times needed and guest/ speaker's name.
• Once confirmed, inform your guest/ speaker to give their name to the Campus Safety officer at the front gate to receive their permit.

 

8. How do I make sure my event isn't double-booked or conflicting with a different event?

• All groups should be posting their events to the Law School Web Calendar. Directions for how to post events on the Web Calendar can be found on ClaraNet under: Main Index> Reserves by Department> Student Services> Law Student Organizations.
• Remember: Astra is only for room requests, it is not an event calendar.
• Co-Sponsor!  Co sponsorship with another LSO or with Law Career Services or Law Alumni!

 

9. How do I order AV equipment for my event?

• If the event is in Bannan: contact Law IT Help Desk, 554-5508.
• If the event is not in Bannan: contact Media Services, 554-4520.

 

10. Can I afford my event? How do I get reimbursed?

• Check with your Club Treasurer before you do anything! All reimbursements must go through the LSO Treasurer and the SBA Treasurer. They are then processed through the Law Finance Office, lawfinance@scu.edu.
• See the LSO Financial and Budget FAQs for more information.

 

11. If I am bringing in a well-known or controversial speaker, do I need to let anyone know?

• YES! Please contact Alisa Guglielmo in Law Student Services (aguglielmo@scu.edu or 554-7883).

 

12. What kind of gifts can I give speakers?

• Contact Joanie Schuller (jschuller@scu.edu or 554-5473), Special Projects Director.
• She can set you up with the same type of gifts that the law school administration gives out.
• These items are FREE for your organization!

 

13. Is there anything else I should be thinking of?

• YES! Risk Management:
  • Contact Alisa Guglielmo (aguglielmo@scu.edu or 554-7883), who can help review programming and activities for risk management issues and concerns. She can contact the University Risk Manager, Sam Florio, if needed.
  • Examples of when to use risk management:
    • Review of contracts (SCU students can't sign contracts)
    • Food handling workshops
    • Clarification of travel and University vehicle policies
    • Review of fire and safety regulations, including emergency procedures
    • Safety, security, and crowd control measures
    • Instructor/ facility certification
    • Insurance review of outside agency
    • Ambulance service
    • Safe service of alcohol at events
    • See the Safety and Risk Management Guidelines for more info.

If you have additional event questions, please contact Alisa Guglielmo in Law Student Services at aguglielmo@scu.edu.

 

 

If you have additional event questions, please contact Alisa Guglielmo in Law Student Services at aguglielmo@scu.edu.