Event Management

eventmanagementPlanning a successful event for your Fraternity or Sorority takes time, teamwork, and preparation. Events can range from Brotherhood and Sisterhood activities, chapter retreats, exhibits, and social events. The Department of Fraternity and Sorority Life believes that planning and managing safe and effective events is a shared responsibility. As a result of this shared responsibility the Department of Fraternity and Sorority Life will assist groups in completing an Event Notification Form, Risk Assessment Matrix, FIPG Third Party Vendor Checklist, reviewing risk management and mitigation strategies, and provide organizations with resources to effectively execute their Event Management Plan.

Event Registration Process 

In order to register events with the Department of Fraternity and Sorority Life, Event Managers should follow the process outlined below.

  1. Complete the Event Notification Form online.
  2. Download and discuss the Risk Assessment Matrix with your chapter’s leadership. (Chapter Officers and Advisors)
  3. Schedule a time with a Chapter Resident Director or Fraternity and Sorority Life Graduate Advisor to complete the Risk Assessment Matrix and event management plan for the social event.
  4. Turn in the completed Risk Assessment Matrix to the Department of Fraternity and Sorority Life (Talley Student Union, Suite 5125).
  5. Once your event has been reviewed and approved a chapter designee will need to pick up your event management binder in the Fraternity and Sorority Life Office during business hours (8:30 AM – 5:00 PM Monday – Friday).

** If the event is to be held at a third party venue please note that there is an additional requirement to complete the FIPG Third Party Vendor Checklist and return the completed packet to the Department of Fraternity and Sorority Life PRIOR to the event.

Risk Assessment

The first step to successful event planning is a comprehensive assessment of the risk involved in the event or activity. When planning an event the Chapter’s Leadership should use the risk assessment tool and consider risks in the following five categories:

  • Physical risks involve harm or injuries to the physical body. Examples for student organization events might include injuries from physical activity, inclement weather, equipment or materials, food-related illnesses, alcohol consumption, dangerous travel conditions, medical emergencies, etc.
  • Reputation risks apply to the reputation of the individual officers and members present, the reputation of the student organization and the reputation of the university as a whole. Examples of reputation risks might include poor conduct or behavior at an event, a negative representation of the group or hazing of members.
  • Emotional risks pertain to the thoughts and feelings of the organization’s members, participants or attendees, and any other constituents of the event or activity. Examples might include hazing of members, lack of accessibility to the event, discrimination against constituents, controversy or disruption of the campus, adverse reactions of participants, sensitive subject matter and the strain of planning the event.
  • Financial risks involve both the budget for the specific event and the overall financial health of the student organization. Examples might include a lack of cost reduction where possible, poor budgeting, failing to meet fundraising goals, etc.
  • Facilities risks include both the safety of the facilities used for your members/participants and the maintenance of the facilities used by your members/participants. Examples might include a lack of proper set-up or clean-up for the event, safety and security issues at your location, a lack of familiarity with the facilities and location or the disruption of university facilities.

(adopted from Texas A&M University)

Social Events

The following types of social events require an Event Notification Form to be completed by sponsoring and any co-sponsoring organizations. The Event Notification form must be completed for these events regardless of event location.

Event Type Definition Notification Timeline
Date Function A social event with a guest list that includes only members of the host Chapter and one (1) guest per member. Examples include formals, date parties, and grab-a-dates. (Guest list = 2 x roster maximum, 25 minimum) Sponsoring chapter must complete an Event Notification Form NO LATER than 6 BUSINESS DAYS before the scheduled event. (Example: If an event is scheduled for Friday evening the Event Notification Form should be completed by 5:00 PM the Friday before)
Mixer A social event with a guest list of members from two (2) host chapters; closed to guests not on the host Chapters’ rosters. (Guest list = combined rosters of co-sponsoring organizations maximum, 25 minimum) Co-sponsoring chapters must EACH complete an Event Notification Form NO LATER than 6 BUSINESS DAYS before the scheduled event.
Special Event Tailgate A social event that occurs on a NC State Home Football Game weekend with an event location that is OUTSIDE of the Fraternity and Sorority tailgating area. Sponsoring chapter must complete an Event Notification Form NO LATER than 6 BUSINESS DAYS before the scheduled event.
Party A social event with a guest list of two (2) guests per member of the sponsoring chapter OR 300, whichever is smaller. (Guest list = 3 x sponsoring chapter’s roster if < 300 maximum, 25 minimum) Sponsoring chapter must complete an Event Notification Form no later than three (3) weeks prior to the scheduled event.
Special Event A social event with Alumni, Parents, or special circumstance. Special events are subject to the Social Event Rule for NC State University Fraternities and Sororities Sponsoring or Co-Sponsoring Organizations should notify the Department of Fraternity and Sorority Life for assistance in planning Special Events. Notification must be completed NO LATER than 6 BUSINESS DAYS before the scheduled event.

 

Key Regulations and Policies

 

 

Training Series

To assist chapters with planning safe and successful events, Fraternity and Sorority Life has developed an event management training series. Group members must attend training each semester to maintain the ability to host an event. The training series includes:

Event Management Training

Required: Any organization that wants to host a social event with or without alcohol

Who: Presidents, Event Coordinators and Risk Managers (If Applicable)

When: Beginning of each semester or by request

Outcomes: As a result of attending the event management training, students will be able to:

  • Apply NCSU event management guidelines to their planning process.
  • Describe how to properly complete an Event Notification Form.
  • Identify campus resources for planning an event.

 

BYOB Manager Training

Required: Any organization that plans to host a BYOB social event at their chapter house

Who: Any member(s) of an organization that will serve as the BYOB Manager for a social event hosted at the Chapter’s House

When: Beginning of each semester or by request

Outcomes: As a result of attending the BYOB Manager training, students will be able to:

  • Identify problematic behaviors and practices associated with BYOB events
  • Identify procedural gaps in current BYOB management practices and develop strategies to address such gaps
  • Implement procedures to effectively manage BYOB events

 

Event Monitor Training

Required: Organizations that plan to host social events at their Chapter House are required to have at least 5 members trained as Event Monitors

Who: Any member(s) of an organization that will serve as the Event Monitor for a social event hosted by the respective Chapter.

When: Beginning of each semester or by request

Outcomes: As a result of attending the Event Monitor training, students will be able to:

  • Identify problematic behavior of guests at social events and determine appropriate responses.
  • Explain the importance of following the Risk Management Plan of both the Chapter and Inter/National Organization
  • Identify procedure within their organization’s event and risk management plan in case of an emergency
  • Identify resources both on campus and in Raleigh that can provide assistance or care in emergency situations

 

For additional information or support in Event Management please contact the Department of Fraternity and Sorority Life at 919-513-2910.