Plan an Event

• What is the purpose of your event?
• How does it relate to your student organization’s mission?
• What is the theme of your event?
• How will it impact students at TCU?

• When will your event take place?
• Are there other university events happening that day?
• Do you have enough time to plan your event?
• Consider backup dates & times.

• Where will your event take place?
• Have you reserved a space?
• Do you have a back up plan in the case of inclement weather?
• How much time do you need for set up and take down?

ON-CAMPUS RESERVABLES

Union Reservations

• Brown-Lupton University Union
• Outdoor Commons
• King Family Commons
• Kelly Center
• Worth Hills
• Founders Statue
• South Library
• Intellectual Wall

Classroom Spaces

Recreation Center

Events hosted by Student Organizations and University departments AND where a substantial percentage of the anticipated audience is TCU students, faculty, or staff may reserve rooms at no charge. If more than fifty percent of an event’s attendees are non-TCU affiliates, groups must make a reservation through TCU Conference Services at 817-257-7641.

OFF-CAMPUS EVENTS:
Student Organizations hosting events off-campus, regardless of distance, must complete the TCU Informed Consent & Assumption of Risk form*.

If students are using their personal vehicles to drive to an event hosted by a student organization or on behalf of a student organization, the driver of each vehicle must complete a Student Driver Form*.

*The Student Organization advisor or an officer within the student organization must collect these forms prior to the start of the event. Keep these forms on file. TCU will request the forms if necessary.

HOW TO RESERVE A SPACE ON CAMPUS FOR MY ORGANIZATIONS EVENT

51% of participants or higher are TCU affiliates (students, faculty or staff)
Events hosted by Student Organizations and University departments AND where at least half of the anticipated audience is TCU students, faculty, or staff generally (although some exceptions may apply) may reserve rooms at no charge. The procedure you use to reserve an on-campus space depends which building/space you want to use. Below are some locations on campus where you can reserve space for your organization’s event.

• Brown-Lupton University Union
• Outdoor Commons
• King Family Commons
• Kelly Center
• Worth Hills
• Founders Statue
• South Library

51% of participants or higher are NOT TCU affiliates
If more than fifty percent of an event’s attendees are non-TCU affiliates, groups must make a reservation through TCU Conference Services at 817-257-7641. Facilities rental fees may apply.

How are you funding your event?

• Apply for SGA Funding
• Collaborate
  • Collaborate with another student organization or a department on campus that relates to the mission of your organization.
  • Collaborate with theCrew
• Other Funding Sources
  • Donations
  • Fundraising
  • Member Dues
  • Departmental Funding

• Have you received funding? If not, return to step 4.
• Where are you purchasing supplies?
• Do your items serve the purpose of your event?
• Does the university require a contract with your vendor?

Contracts with Vendors
Any vendors that provide services on campus property require a contract (food trucks, bouncy houses, paid speakers, artists, djs, etc.). Please contact The Office of Student Activities to work through the contract process.

• Who is your audience?
• How will you advertise your event?
• There are several options for Marketing on campus.

• Is your event ready for approval?
• Do you have the following:
  • Time/Date
  • Location
  • Funding
  • Vendor Information
  • Marketing Strategy

Engage
The new Engage event process allows you to get your events publicized to the entire TCU community! This process is now mandatory for all approved and active organizations on campus to follow for any event they are holding. Event forms must be filled out at least 2 weeks in advance in order to receive timely event approval. If you have any questions, please contact us.

• Who are your volunteers?
• Do your vendors know where they are going the day of?
• What does set up & take down look like?
• Who are your on site contacts?
• Consider the risks associated with your event.

• What went well?
• What would you change?
• What did you learn?
• How did your event impact campus?

There are many sources of funding available for registered student organizations on campus. The primary opportunities include Student Government Funding, Collaborative Programming Funding (with theCrew or Student Activities), FrogFunding, Fundraising, Member Dues and /or Departmental Funding.

The SGA Finance Board provides funding opportunities each semester for registered student organizations. Their website covers details about the funding process, rules and policies.

TheCrew and Student Activities love working with student organizations to help realize their event goals. To begin, please complete the Collaboration Request Form. Once that form is received, a member of the team will reach out to discuss your application and next steps.

FrogFunding is TCU’s crowd funding platform. FrogFunding is designed to connect projects that support the University’s strategic plan, “Vision in Action: Lead On” with donors who wish to advance the work of TCU. Students, staff, and faculty of TCU are all welcome to submit project proposals. Before you can create and launch your project on the FrogFunding platform, you and receive approval from TCU’s division of University Advancement. To apply to launch a project on FrogFunding, click HERE.

While student organizations operate at TCU, from a financial perspective they are separate entities. Given this, it is up to each student organization to choose how they would like to manage their finances. The two most common ways student organizations maintain their finances are:

Off Campus Bank Account 
Each student organization can choose where they want to set up an off-campus bank account (at a bank of their choice.) We usually recommend that investigate the bank’s policies. For example: Does your organization need to maintain a minimum account balance? If your organization does not maintain the minimum balance will you incur a charge? How easy is it to change officers’ names on the bank account from year to year? Etc.)

When establishing an off-campus bank account, you cannot utilize TCU’s EIN from a tax purposes standpoint. The bank should walk you through the process of creating an EIN or if you are tied to a national or local organization, you may be able to use their EIN.

Departmental Budget Line  
Another option for maintaining your finances is to work with your advisor to set up a budget line through the advisor’s on-campus department specifically for organization use. This is typically an option if you are tied to an academic department.

When working with you advisor on this option, please contact Student Activities and Student Organizations if you are wanting to create a departmental organization and/or budget line.