The purpose of the Wake Forest University Student Organization Campus Event Policy and Event Planning Guide is to empower student leaders by supporting their event initiatives. It serves to foster the development of essential leadership skills in planning and hosting social functions, all while upholding a safe and secure environment for the entire University and surrounding community, in alignment with the spirit of Pro Humanitate.
Wake Forest University
Student Organization Event Planning Guide
II. Universal Event Requirements & Tiers
IV. Event Planning Meetings (EPM)
III. Budgets, Funding & Finance
IV. Space, Equipment & Facilities
V. Catering & Alcohol Policies
VI. Event Security & Guest Speakers
VII. Statement on Freedom of Expression and Academic Freedom
I. General Information and Policy
This guide applies to all students, student organizations, advisors working with student organizations, and any entity or group in partnership with a student or student organization.
All on-campus events must be registered with the Office of Student Engagement via the online Event submission form on The Link. For an event to be registered, the sponsoring student organization must be in good standing at the time of submission and at the time that the event is scheduled to take place.
This guide is for student organizations and provides a comprehensive overview of the event planning process, from initial registration to post-event requirements.
All on-campus events must be registered on The Link at least 2 weeks before the event, and the event registration form should be completed with details on space, equipment, vendors, and risk factors. Events are categorized into tiers to determine the required planning support and timeline. Advisors must be notified of all events and are required to attend those involving guest speakers or alcohol.
High-impact events are defined as, but not limited to, events that include one or more of the following aspects:
Wake Forest University staff reserves the right to categorize an event as a high-impact event based on information available at the time, or if University officials, using their discretion, feel that the event is missing components for consideration when it is submitted via the Link.
Event planning meetings are a shared responsibility between student organizations and the Office of Student Engagement (OSE). They are required for events that involve alcohol, are open to the public, have potential media presence, involve minors, have 200 or more attendees, or require vendors, rental equipment, work orders, or security. OSE staff will make the final determination on whether an event planning meeting is required and notify the student organization once the event submission has been received.
When preparing for an EPM with the Joint Event Management Team, you should be ready to discuss the following points with the various university departments and service providers:
Although a presentation is not required, it may be helpful in conveying your vision for the event.
When creating your event budget, consider all necessary materials and services. A template provided by the Student Activity Fee Fund (SAF) can be a useful resource to help you think of everything. If the event has happened before, review past budgets and check for leftover supplies. If you are accepting donations or sponsorships, you must obtain approval from the Student Organization Finance Office.
Reserve your space in DeaconSpace well in advance of your event. All special event requests require a budget code and must be submitted through the work order system. It's important to submit facilities requests at least 2 weeks prior to an event, as these services cost money and should be factored into your budget.
Consider what equipment is available from your venue or what you need to acquire from an outside vendor. The space manager can provide information on what items are available. Facilities and Campus Services also offers event-related equipment for rent. Some commonly used spaces include
All food and beverage arrangements must be made with Campus Dining/Harvest Table. Outside caterers are not permitted on campus without a waiver from Harvest Table. You will also need a W-9 along with the invoice from the outside vendor to set them up in Workday to be paid. Campus Dining holds the liquor license for the Benson University Center and other campus venues and is solely responsible for the service and dispensing of alcoholic beverages.
Events with alcohol must follow the WFU Alcohol Policy for Student Events. All campus social functions with alcohol must be approved and registered with the Office of Student Engagement. Events with alcohol other than lounge events must use a third-party vendor contracted with the university.
For events with alcohol:
All events with 200 or more attendees, including runs, walks & 5ks, as well as those with potential for media presence, require security from University Police.
Guest speaker events must be submitted six weeks in advance, and advisor attendance is required. If the event is political, controversial, or likely to draw protest or media attention, it must be reviewed by the Director of Student Engagement and may require added security or location changes.
Wake Forest University strives to guarantee the broadest possible latitude for members and invited guests of the campus community to express ideas, perspectives, and opinions consistent with this Statement. Speech and expression should not be obstructed or suppressed, even when ideas are disturbing, offensive, or unwise in the judgment of some community members. The best way that ideas can be countered is to engage, test, and rebut them and offer alternative perspectives.
The University’s motto, pro humanitate, calls us to use our abilities and resources to help ourselves and others flourish; that includes respect for the ideas that others seek to share. A robust exchange of ideas is challenging and can at times be uncomfortable and contentious, but it is the promise and responsibility of a University dedicated to the pursuit of knowledge to promote and protect a free and broad exchange of ideas.
You can advertise your event through social media, department newsletters, campus screens, table tents, and campus bulletin boards. All advertising must adhere to the posting policy. If you have applied for SAF funding, you must not advertise your event until the funding has been approved.
If your student organization plans to show a film, you must obtain public performance rights beforehand. This is a legal requirement for any public screening, regardless of whether you charge for admission, the event is on campus, or the film is owned by the library.
Public performance rights are distinct from the rights granted for private home viewing. Screening a movie for a group of people, even in an informal setting like a student lounge, is considered a public performance.
To obtain the necessary rights, follow these steps:
In the case of rain, snow, or other inclement weather, making changes or canceling yourevent can become necessary. For outdoor events, be sure to consider what happens if there is inclement weather from the onset.
After the event, groups are required to submit a final attendance count, incident reports (if applicable), and financial reconciliation and a post event reflection (if SAF funds were used).
Tips and Resources for a Successful Event