Frequently Asked Questions
- How do I start a student organization on campus?
- Does the Student Activities office provide funding for student organizations and their events?
- How do I reserve meeting space in Elrod Commons?
- How do I reserve a table in Elrod Commons?
- How do I find out more information about a club or organization on campus that I'm interested in joining?
- How do I find out about trips, speakers and other experiences offered through the Outing Club?
- How do I reserve a swipe machine?
- How do I reserve space for an event at the Village Pavilion, Cannan Green, Liberty Hall Ruins, or the Dell?
- Can I hang a banner or flyer in Elrod Commons?
- I would like to host a band/speaker/performer on campus. How do I start the process?
Q: How do I start a student organization on campus?
A: The "Start a Club" page on the Student Activities website will get you started. This is where you can find information about how to register your organization with the Student Activities office, get funding from the Executive Committee, and register your group for the Campus Activities Fair during Orientation Week. For more information, please contact firstname.lastname@example.org.
Q: How do I reserve meeting space in Elrod Commons?
A: Visit the online reservation system to reserve a room in Elrod Commons. If you have questions about the room reservation process, or need to cancel or change your meeting, please contact Wendi Rice in the Student Affairs administrative office at 458-8282 or email@example.com. PLEASE NOTE that 25Live is currently not available for student organizations to reserve rooms.
If you are interested in reserving the Village Pavilion, Liberty Hall Ruins, Cannan Green, and other outdoor spaces on campus, please check with Kelsey Goodwin at firstname.lastname@example.org for policies and procedures.
Q: How do I reserve a table in Elrod Commons?
A: Contact Wendi Rice in the Student Affairs administrative office at 458-8282 or email@example.com. At this time, only student organizations recognized by the office of Student Activities are allowed to table in Elrod Commons. Please contact Kelsey Goodwin, Director of Student Activities, to request special permission to table outside of these parameters.
Q: How do I find out more information about a club or organization on campus that I'm interested in joining?
A: Be sure to check out the Campus Activities Fair during Orientation Week, where you can meet representatives from every student organization on campus. Didn't make it to the fair? Email the Student Activities office at firstname.lastname@example.org about groups so that we can assist you in getting connected. You can also browse the list of clubs on our website; feel free to reach out to the contact listed to find out when you can attend the next meeting or event.
Q: How do I find out about trips, speakers and other experiences offered through the Outing Club?
A: Sign up for membership on the Outing Club website and instantly get on the email list for all the great activities planned through this office. You can also check out the Outing Club's Facebook page or contact James Dick at email@example.com to find out about upcoming trips that might interest you. The Student Activities office also offers a variety of weekend and break trips. Keep an eye out for sign-ups via email, campus notices and social media (Following @wlustudentactivities on Instagram is a great start!)
A: The Business Office has an online request form here that will put you in the queue to reserve a swipe machine. Please note that there are a limited number of swipe machines and that they are reserved on a first-come, first-serve basis. Swipe machines have to be picked up and returned to the Business Office each day that they are reserved.*Please note that swipe machines are not currently being checked out for the 2020-2021 academic year, and please refer to specific COVID FAQ's below for the most current information about tabling.
Q: How do I reserve space for an event at the Village Pavilion, Cannan Green, Liberty Hall Ruins, or the Dell?
A: Please email firstname.lastname@example.org reserve space on the calendar. As you are planning your event, please be sure to review the University's Facilities Use Policy and allow time for requests for space to be processed. Please contact Kelsey Goodwin at 458-5000 or email@example.com with any questions about these spaces.
Q: Can I hang a banner or flyer in Elrod Commons?
A: Please stop by the Student Activities office or email firstname.lastname@example.org to have banners approved to be hung in Elrod Commons for events or initiatives that your student organization may be planning to advertise. Banners and posters should be approved by Kelsey Goodwin. The Student Activities staff is also happy to help hang up posters and banners when dropped off to the Student Activities office. The Director of Student Activities and the Division of Student Affairs reserves the right to remove flyers and banners deemed inappropriate, not associated with recognized student organizations, or which advertise events for which the date has expired. Academic buildings, Leyburn Library and other spaces on campus reserve the right to restrict banners and posters to their own designated areas as determined by department.
A: Student organizations are allowed to pay performance and speaking fees from their accounts, but contracts must be approved and signed by the Vice President for Student Affairs on behalf of the University. The Student Activities office works closely with General Counsel to review and prepare contracts for execution; more information about the process is available on General Counsel's website. Take note of the guidelines pertaining to political speakers on campus and reach out to the Office of Student Activities and/or the Office of General Counsel for clarification on those guidelines prior to inviting speakers to campus. Please contact Kelsey Goodwin at email@example.com before beginning paperwork related to payment of an artist or speaker.
Please refer to the Covid Dashboard for more information about community expectations and guidelines as they relate to planning campus events. The Student Activities office is here to answer questions and assist in planning events on campus in compliance with University policies and guidelines, so please reach out with questions or concerns.