Programming FAQ

Frequently Asked Questions

The Office of Student Activities & Leadership worked with several other departments on campus to develop the "Rules of the Road" Programming Guidelines. These guidelines serve as a basis to help student organizations safely program events both in-person and virtually.

Current, as of Jan. 20, 2022, event guidance is as follows:

Starting Monday, Jan. 24, members of the campus community no longer must request permission to hold an event unless attendance is expected to exceed 50 people—so long as no food or drink is provided. If you plan to have an event that is larger than 50 people, and/or to have food or drink present, you still have to request permission.

• If the event primarily involves students, please use the student form.

• If it primarily involves faculty, please use the faculty request form.

• If it primarily involves staff, please use the staff request form.

• If the event involves equal numbers of each category, then use the form that most aligns with the intended audience.

A more detailed copy of the Spring 2022 Guidelines can be found here. 

To check out the latest recording of a risk manager training session click here. Please note this information is from early in the Spring 2021 semester and the most up to date information on specific programming guidelines for Spring 2022 semester can be found here.

Due to the fluid nature of programming and university emergency protocols and recommendations from all of you, the Office of Student Activities & Leadership has compiled a list of common questions regarding the current programming guidelines and procedures. 

If you have additional questions, please email StudentActivities@case.edu. 

Questions related to the Programming Operations Plan (POP) and Risk Management (RM) meetings

What if I have to make any last minute changes to my POP (after it has been approved)?

• If you need to make any last minute changes to your POP after it has been approved, please contact the staff member you worked with during the approval process. If you are making a last minute change to a virtual event or an event where you did not need to meet with a staff person to get approval, please contact StudentActivities@case.edu. 

If my group has any questions about a possible upcoming event we are planning, can I meet with a staff member before submitting an POP? 

• Absolutely! To meet with a member of the Student Activities & Leadership team, please find an appointment time slot here. If you are unavailable for any of the times listed, please email StudentActivities@case.edu.  

If my upcoming event is co-sponsored by two or more groups, which group needs to fill out the POP and who needs to attend a RM meeting?

• If two or more groups are co-sponsoring an event, only one group needs to fill out the POP. In the description of the event, make sure to mention what other groups are co-sponsoring the event. 
• For the RM meeting, at least one (1) representative from each group co-sponsoring the event should attend the meeting.

Once I schedule a RM meeting, when will I receive the zoom link for the meeting? 

• For meeting with the SA&L team, zoom meetings must be manually created after the appointment has been added to the calendar. This means you may not receive a zoom link until shortly before your scheduled meeting time. 

For events where a RM meeting is needed, which groups meet with which staff?

• For USG, and UDC groups - SA&L staff members
• For MediaBoard groups - Kristin Urig (kec76@case.edu)
• For Graduate student groups - Jenn Brown (jmb113@case.edu)
• For Greek groups - James Silay (jws149@case.edu)
• For Athletic groups or events that are athletics based - Athletics (athletics@case.edu)

Questions related to space reservations and use

How do I reserve space on campus for my event?

• To reserve an on-campus space for your event, please visit case.edu/reservations. For non-academic space reservations, the names and contact information for each staff person who works with reservations is listed.    

Questions related to event details and logistics

Does the total number of attendees include the student organization members volunteering at the event?

• Yes. When considering how many people will be in attendance during your event, please make sure to include and student organization members who will be volunteering at the event as well.

How do I ensure that attendees have taken the daily health assessment and are not exhibiting symptoms of COVID-19?

• We highly recommend posting signage at the entryway to your event reminding attendees that they need to have taken the daily health assessment to come to campus. We also recommend posting signage reminding attendees that if they are not feeling well, they should immediately return to their homes and call UHCS if they believe they have COVID-19 or are experiencing any COVID-19 like symptoms. 

If there are changes to the programming guidelines, how will my group be notified of those changes?

• Groups will typically be notified of changes to the programming guidelines through CampusGroups email or the Daily. For that reason it is important that your officer list is up-to-date through your organization's CampusGroups portal.