Plan an Event

Event Requirements

These items must be completed to ensure your event follows campus policies.

Reserve an On Campus Event Space

Event and meeting space must be reserved before your event or meeting. We suggest reserving a space at least one month in advance.  

A club advisor has to reserve the event space for the club. A student is not able to reserve space in the Ozarks Tech reservation system.

Use the employee reservation request link to reserve an event or meeting space. 

After clicking on the link, click the “request a room” button under “welcome guest.” If the advisor already has a login then they should log in instead.  

If the advisor has trouble filling out the room request, contact [email protected].

Submit Fundraising Request (If Applicable)

If your club will collect money through donations or sales, you must fill out a fundraising approval form. This form notifies the following people and departments:

• Student Club Advisor
• Office of Student Engagement
• The Ozarks Tech Foundation
• Finance Office
• Administrative Services Office

After approval, you will get an email notification. The Finance Office will create a web link for card payments and provide a cash box for your event. Please allow 5-7 business days for approval. You cannot host your fundraiser until you receive approval.

Submit Service Agreement (If Applicable)

If you will have a service provided by an outside vendor, the vendor must fill out a service agreement. Contact [email protected] for assistance with the service agreement.

Services can include but aren’t limited to:

• Catering
• Balloon garland installation
• Delivery and set up of rental items
• Entertainment (DJs, bands, etc.)

Event Nice to Haves

These items aren’t required, but are strongly recommended. These help to ensure your event is communicated to the Ozarks Tech community.

Submit to the Campus Calendar

The campus calendar keeps students, faculty, and staff informed about events. This also including those in the Ozarks Tech online community. Marketing and Communications use this calendar to promote events. This is done on social media and in “The Buzz” newsletter.

Clubs should post all events on the Ozarks Tech events calendar at least one month in advance. Use the event tag “student activities” when submitting your event.

Important Note: Posting on the event calendar does not reserve a space. You must reserve the event space separately.

Inform Security

Contact Ozarks Tech Safety & Security in advance to let them know about your event at [email protected] if:

• Your event is taking place after business hours (8am-5pm)

• Needs special parking permissions

Print Flyers & Posters

The Office of Student Engagement will print up to 50 event flyers (8.5×11) for your club per month for free. The posters must include the following information: 

• Club name 
• Event name, location, date, and time 
• Brief explanation of what the event is 
• Contact email  
• Admission fees if applicable 

Posters can be placed on bulletin boards. Do not hang posters on walls. Posters should not cover other currently posted items. Clubs should remove all posters within one week of the event’s end. Email [email protected] with a PDF file of your poster design to request prints.

Event Tips

These items aren’t required and are simply helpful resources that may or may not be used as you plan your event.

Partner with Another Campus Club or Organization

Events take a lot of time and resources. Partnering with additional clubs or campus organizations can help ease the load of event planning. Partnering can also help make your events more engaging and creative.