Programming FAQ

Frequently Asked Questions

During the Fall 2021 semester, 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.

A copy of the Fall 2021 Programming 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 Fall 2021 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


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


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  


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?



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 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.