Office of Student Involvement & Leadership

Event Planning Meetings

What?

The event planning meeting is designed to help the hosting organization to have a successful event.

The event organizer should be prepared to discuss all details related to the event.

When?

An event planning meeting may be deemed necessary if the event is complex and would benefit from additional event planning coordination and advisement.

Event planning meetings are typically held 2-4 weeks before a scheduled event.  

Failure of the student event organizer to attend an event planning meeting may result in sanctions being placed on the organization, with the severest penalty being cancellation of the event. Depending upon the time frame of the event, the event planning meeting may be rescheduled at the discretion of the Office of Student Involvement and Leadership (OSIL).

Where?

The location of an event planning meeting is communicated to the student event organizer by OSIL via an Outlook meeting invitation.

Meetings are generally held in Student Union – Room 2579.

Who?

If an event planning meeting is deemed necessary by OSIL, the student event organizer who submitted the event request in the Involvement Network (InvoNet) will be notified.

Event planning meeting attendees will vary for each event depending on the magnitude and needs of the event. Attendees may include but are not limited to staff members from the following offices: University of Toledo Police (UTPD), Risk Management, Grounds Services, Facilities and Construction, Parking and Transportation Services, Environmental Health and Radiation SafetyUToledo Dining ServicesThompson Student UnionRecreational ServicesGreek LifeResidence LifeAthletics, Dean of Students, Government Relations, or Legal Affairs.

The student event organizer is allowed to bring additional representatives from their organization that are familiar with the logistics of the event. The student organization’s advisor is also welcome to attend.

Last Updated: 6/27/22