Students walking near the Kessel Student Center, on the Pace University campus in Pleasantville, NY

Program Planning Guidelines

Planning for Programs, Events, and Meetings

Student Organizations should consider these steps when planning programs, events, or meetings. For reference, an overview of the entire program planning process can be found here for training purposes.

Here are our recommended stages/steps in the event planning and execution process; which begins the semester prior to your actual event!

Event Design is conducted during the semester prior to the event taking place. Student Engagement employs Program Specialists and Graduate Interns to assist. It is also recommended to refer to the prior year’s budget and event evaluation
Book Space / Create Marketing is also conducted during the semester prior to the event taking place. View the creating a new event video on how to market and confirm your space in SetterSync. We strongly encourage use of CANVA, social media, ORCATV, and our Flush Flash when marketing
Submit Budget Proposal is the final piece in the planning process that occurs the semester prior to the event taking place. Deadlines for submitting budgets are provided each semester and our Program Specialists and Graduate Interns are well equipped to help. You should also reference your previously submitted budgets on SetterSync.
- If you are a self-starter view the How to submit a budget proposal video
Market / Prepare for Event will take place 1–2 months prior to your event date. Successful event marketing includes the use of a variety of strategies, including social media, our flush flash, ORCATV, tabling, and word of mouth. You should confirm with a member of the Student Engagement team that all of your budgeted items have been ordered/processed at this time.
Hosting / Evaluating will both occur the day of your event! It’s time to see your hard work in planning pay off. We encourage you and your fellow organization members to visit Student Engagement before 5:00 p.m. to secure your supplies. Directly after your event, or the following day, sit together and complete the Post Event Evaluation form.

Types of Events

There are a variety of events that your student organization can host. They may include a trip somewhere off campus, travel to a professional development conference, movie night, lecture, game night, social event on the quad, dance party, tabling and more. We encourage your creativity and appreciate your contributions to a vibrant campus life.

Campus Services That Support Student Programming

There are a variety of resources that will assist in your planning and implementation process. We have simplified them into the below categories and have provided their associated costs for easy reference.

Educational Media (AV Services)

These below fees are only charged for programs that occur outside of normal business hours, which are Monday–Friday 8:00 a.m.–4:00 p.m.

Basic Setup (without Ed Media tech): computer, projector, built-in speakers with no ed media tech required. FEE: $0
Basic Setup with Ed Media Tech Setup/Teardown: (computer, projector, built-in speakers) with ed media tech to set-up (test system) and turn off. FEE: $20
Basic/ Advanced Setup with Ed Media Tech On Site for Event: (computer, projector, built-in speakers) with ed media available on site during the event. FEE: $20 setup/tear down plus $20 per hour of event
Advanced Setup with Ed Media Tech Setup/Teardown: (include details of what is needed including computer, projector, built-in speakers, additional speakers, microphones, etc) with ed media tech to set-up (test system) and breakdown. FEE: $20

Facilities (Furniture, Power, Water Supply)

These below fees are only charged for programs that occur outside of normal business hours, which are Monday–Friday 8:00 a.m.–4:00 p.m.

Custodial Staff: cleaning or re-arranging of furniture FEE: $54.73 p/hour
Foreperson staff: for late night or weekend programs that require heavy lifting or complex setups/ break downs FEE: $56.79 p/hour
Mechanic: power supply, water supply, generator hook up FEE: $57.85 p/hour

Chartwells Catering (Food Service)

All in person catering events with buffet-style service will incur a $250 waitstaff charge

For all pricing, please visit the Student Catering Guide (PDF)

Outside Catering (Not Pace provided)

In order to work with an outside food vendor for your event, you will need two things:

Chartwells Catering Waiver (PDF) signed and approved by a member of the Chartwells staff
Quote and menu from the outside caterer

Transportation

Submit this request form (PDF) to obtain a quote for services

Safety and Security

Please note, the Student Engagement staff will always consult with Safety and Security during your event planning process to ensure that staffing levels are appropriate. Your safety and the safety of our event guests is number one priority

Event Support: one to two guards to monitor and support program FEE: $100 per guard, 4 hour minimum
Dance/Party:Six guards, one supervisor for crowd control, bag checks, pat downs, etc. FEE: $100 per guard, 4 hour minimum
Concerts: Consult with security FEE: $100 per guard, 4 hour minimum

Alcohol at Student Events

Even though its possession or consumption may otherwise be lawful, alcohol, except in limited circumstances, is not permitted on University property or at University sponsored programs and activities.

Any student organization reserving University facilities will be held responsible for the University policies on alcohol contained in the Student Handbook, and any of its supplements. Pace University has a strong commitment to a healthy and safe environment for all members of the University community. Any use of alcohol and drugs that is illegal or violates this policy will not be tolerated. It is the policy of the University that the unlawful use, possession, sale, distribution, or manufacture of controlled substances and alcohol on University property or at University sponsored programs and activities are prohibited.

Publicity

Publicity and marketing are essential parts of the event planning and execution process. Please review prior to getting started.

Attendance Tracking

It is an expectation and requirement of all student organizations to take attendance at all University sponsored events. This is done by using the CampusLabs Event Check in App. Attendance is required for your End of Semester Report.

Training on how to use the Event Check in App can be found here.