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 on Cannan Green, Liberty Hall Ruins, the Dell, or the Pavilion?
- 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 links 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.
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.
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 refer to specific COVID FAQ's below for the most current information about tabling.
Q: How do I reserve space for an event on Cannan Green, Liberty Hall Ruins, the Dell, or the Pavilion?
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.
COVID FAQs pertaining to student organization events and activities
Q: Can my organization host an event on campus and, if so, what are the rules?
A: Any organizations seeking to enter into contracts with performing artists or speakers for campus-wide events must do so for virtual events only until further notice, per the university's visitor policy. Student organizations must work with the Office of Student Activities on the execution of all contracts and are encouraged to collaborate with the Director of Student Activities on how to convert events to a virtual format.
Small gatherings of no more than 20 people are allowed in outdoor spaces so long as any shared equipment (such as equipment used for lawn games, art supplies, etc) is cleaned between uses, physical distance is maintained, and face coverings are used.
Q: Is the Student Activities van still available for use?
A: Student groups may only use University vans for trips of fifteen minutes or less and only. Facial coverings must be work during transit and windows should be opened if possible to improve ventilation. Vehicles will only be driven by a University employee until further notice.
Q: What if my organization wants to purchase food for a socially distant outdoor event that falls under guidelines or for a virtual event?
A: The University will not be providing catering services on campus until further notice. Any food purchased using student organization or departmental funds will need to be distributed according to the following guidelines:
-All persons distributing meals should wash their hands. After they have washed their hands, they should put on a mask or face covering and gloves.
-Masks should be worn over your nose and mouth and be secured under your chin. Do not touch the mask or face covering with your gloved hands. When wearing gloves, take care to only touch the product being served. If the server touches their face, mouth, hair, skin, cell phone or other contaminated surface they should change their gloves.
-All aspects of the meal must be served (handed to the guest). This includes beverages, condiments, cutlery, boxed food, desserts, etc. This will ensure the guest only has contact with their own meal.
-Physical distancing should be maintained by all in attendance of the event.
-Food must be purchased from a licensed business.
-Food must be packaged in individual portions (full meal or each meal component). Food must be at the proper temperature when you pick it up. All hot food should be hot (140° F and coming out of a food warmer). All cold food should be cold (40° F and coming out of a refrigerator). Your pick up location will be able to either temp the food for you or confirm the warmer or refrigerator it is coming out of is at the proper temperature. Food should be distributed and eaten within two hours. If your food will not be eaten within this time period, hot foods must be held hot at 140°F or higher and cold food must be held cold at 40° F or less. All food not held hot or cold, must be discarded within two hours of pick up. All food held hot or cold must be discarded within four hours of pick up. (Ex. If you pick up your hot or cold food at 6 p.m. and are not maintaining temperature, the food not eaten must be discarded by 8 p.m. If you pick up your hot or cold food and hold it at the proper temperature, the food not eaten must be discarded by 10 p.m.) This will ensure that what you are serving does not fall into the temperature danger zone where bacteria grows most rapidly.* Exceptions to this are foods such as cookies, chips, crackers, bread, and whole fruits.
Please contact the Director of Student Activities at firstname.lastname@example.org if you are planning an event with food for tips and suggestions on how best to approach your event.