Student Event Planners
As members of student clubs and organizations, we have special policies to assist you in holding events at George Fox. There are many departments to assist you in planning and executing your programs. Please be sure and ask for assistance when you need it!
For the purpose of keeping confusion to a minimum with clients and guests, the Conference and Event Office has come up with terms to help differentiate between the three largest types of programs requested. They are:
- Meeting: a gathering on behalf of the club or organization, where the following criteria are met:
- Limited to club membership and no outside guests invited
- Only official club business will transpire
- No or minimal set up required
- Event: any gathering that is not a meeting or a conference
- Day Conference: single or multi-day event that involves multiple spaces/resources and collaboration to accomplish
All Student Clubs that are officially recognized by Associated Student Government (ASC) at George Fox University are allowed to request space.
If you are planning a “Meeting” that conforms to the above definition, you may submit a request at any time via 25Live Scheduling System or e-mail to firstname.lastname@example.org if you're having difficulty logging into 25Live.
If the meeting will have any of the following, it is then considered an "event," and a Student Request Form is required:
- The meeting will be open to the public
- Outside speakers or special presentations will be made
- Any rented equipment or vendor (ie tents, lights, food vendor)
Requests for Student Club Events
Student Clubs that are recognized by ASC and wish to hold an event are invited to complete a Student Event Request Form. A Student Event Request Form must be submitted at least ten (10) business days in advance of the event date. Events where student groups will be utilizing a third party vendor or service require at least thirty (30) business days’ advance notice (even more notice is preferred). No exceptions will be made.
The Conference and Event Office will review the Student Event Request Form for logistics and operational needs. If there is a concern or difficulty about the request, the Conference and Event Office will include the Student Activities Advisor in the email reply to the student requestor so the Advisor can help guide the student through the event process if needed. We’ll assign a Scheduling Specialist to work with the student throughout the event process. If further information regarding logistics or arrangements is required, the Scheduling Specialist will contact the Event Organizer to arrange a meeting to discuss event details.
Please note that the approval process can take up to five (5) business days.
Requests for scheduling space are accepted on a first-request basis. Conference & Event Services reserves the right to substitute facilities for the space(s) reserved should the need arise.Student Event Request Form