This resource is designed to support student leaders of Registered Student Organizations (RSOs) in hosting events and engaging students in the UR community.
You’ll find what you need - clear steps, helpful contacts, and important procedures - for you to hold meetings and host events. Keep this close so you can easily refer back throughout the year to support your organizations and help your event processes be successful!
Book your spaces as soon as you have all of your details solidified!
For large events, 6-8 weeks is a smart minimum. For smaller gatherings, 2-3 weeks gives you a good buffer for any potential changes.
Do both forms in the same sitting. If the space you want is unavailable, check for alternative spaces or reach out to CSI before creating a SpiderCentral form.
Use clear, detailed titles and descriptions when submitting requests.
Include realistic attendance numbers.
Attach any supplemental documents early (diagrams, special requests, waivers, etc).
Think themes, potential vendors, audiences, risk elements, weather plans, food, and space/location.
Each Student Org has up to three (3) Student Scheduler's. These are the folks that can reserve space across campus for different types of activity.
Keep in mind the necessary timelines here! Meetings, practices, and rehearsals must be registered at least 7 days in advance, while events and programs sit at 14 days in advance.
Once both pieces are submitted, CSI and the Events Team will collaborate and work to review all elements provided regarding your event. Questions and/or further conversation may be conducted in the SpiderCentral "Chat" or via email.
Why does it matter if my EMS and SpiderCentral submissions aren’t identical?
ANSWER: If the forms don’t match, CSI and the Events staff cannot approve or assist with your event until we confirm the correct details. Your event will be denied and you will have to resubmit your forms with identical information.
SOLUTION: Ensure both forms are identical in what they are requesting. Dates, times, locations, services, etc. should all be the EXACT same.
Why do I need to list services on the SpiderCentral and EMS forms outright?
ANSWER: Any special services (extra tables, chairs, catering, etc) cannot be added once the event is approved. Services must be submitted with the initial request to make sure that there is enough items and staffing to make your event a success.
SOLUTION: Make sure all requests needed (big and small; food waivers, table set-up, etc.) are listed in both EMS and SpiderCentral.
Why can’t I submit last-minute event requests?
ANSWER: Any special services (extra tables, chairs, catering, etc) cannot be added once the event is approved. Services must be submitted with the initial request to make sure that there is enough items and staffing to make your event a success.
SOLUTION: Submit all of your requests as far in advance as possible, even if you are unsure of the event will happen. It is easier to adjust a reservation that is already submitted than one that does not exist.
EMAIL: UREVENTS@RICHMOND.EDU
EMAIL: INVOLVED@RICHMOND.EDU
