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Event Planning

The Student Activities, Involvement & Leadership (S.A.I.L.) Office encourages student organizations to host on-campus events. To ensure safety and efficiency when planning for your campus event, please keep the following guidelines in mind.

Booking Space

  • All events MUST be registered online on CollegiateLink. Using your Trinity username and password, log onto www.trincoll.edu/in to get started. Once you are logged in, browse for your organization's page, select "Events" from the left-hand side of your organization's homepage, and select "Create Event" at the top of the page.
  • All Event Proposals should be submitted a minimum of 2-4 WEEKS in advance to reserve a venue for an event. Once submitted, a S.A.I.L. staff member will review your request and collaborate with the Calendar Office to reserve your venue (if on-campus). Until your event is approved through CollegiateLink, it is NOT confirmed and is Not approved to happen and will need to be rescheduled for a later date.
    • 2-3 weeks = On-campus event, no Trinity College Catering services needed, limited set-up needs
    • 4 weeks = Off-campus event; On-campus event with: alcohol, requiring Trinity College Catering services; large-scale event set-up needed; outside event requiring permits and electricity
  • For cancellations of venue reservations, please inform us as soon as possible to free up the reserved space for others.

Financing Your Event

  • If your organization already has the funds available for the event in their account, you will not have to do anything. The S.A.I.L. office will confirm your account information prior to approving fund requests.
  • If your organization needs to request funding from the SGA Budget Committee for your event, you will need to have your Event Proposal Form submitted and confirmed PRIOR TO requesting funding from the SGA Budget Committee. Please keep in mind that the Budget Committee will only review requests submitted at least  TWO WEEKS in advance of your proposed event. The SGA Budget Committee recommends that requests be submitted as early as possible to ensure that you will have access to the funds in time to adequately plan your event. The Budget Committee will NOT approve requests submitted less than two weeks prior to a proposed event date. 

Times & Dates for Events

  • All events that do not involve alcohol may occur any day of the week, while social events involving alcohol must occur on Fridays & Saturdays only. Please work with Romulus Ferrer Perez , Sarah Lucas or Laura Whittemore for questions involving non-alcohol events; contact Kathryn Wojcik for those involving alcohol or for those events occuring in the Greek Letter Houses or Social Houses.
  • Hosts may petition the S.A.I.L. Office to hold special events involving alcohol at any evening to accommodate those that include faculty and staff.  All events that are approved on nights other than Friday or Saturday may not begin before 4:00 p.m. and must end by 9:00 p.m.  S.A.I.L. will also take into consideration whether the petitioning group has demonstrated a good record of event management.
  • Social events, if held indoors, must end by 2:00 a.m.; outdoor events must end by 1:00 a.m.

Guest Policy at Social Events

  • Each Trinity student is allowed two visitors. Guests must present a valid State or College I.D.
  • Guests must be over 18 years of age.
  • For exemptions to the Guest Policy, please seek approval from a member of the S.A.I.L. staff.

Advertising

  • ALL advertising must be reviewed by a S.A.I.L. staff member. 
  • Poster designs should be emailed to Debbie Cook for approval and printing (if requested).
  • Banners need to be approved by Debbie Cook at the Mather Welcome Desk before hanging.
  • If you want to advertise your event on the Mather Dining Hall monitors, please e-mail a JPG file of your poster/flyer to Romulus Perez.  Please provide at least 48 hours notice for such advertising.
  • Event flyers wished to be hung in Mather Hall must receive prior approval through the Mather Welcome Desk. For convenience, please provide one copy which will be stamped with approval. Copies can be made from that one. Note: Flyers will only be approved for those events that have received approval through CollegiateLink. Any flyers hung up for unapproved events will be removed by the building staff.
  • The S.A.I.L. Office offers a service to clubs and organizations to provide up to 15 FREE black & white, or color, copies of your event flyer, on your choice of colored or white paper.  To do so, email your flyer to Debbie Cook, along with the number of copies you would like and when you will be picking them up. NOTE: Flyers can only be made and picked up during the hours of 8:00 a.m.-3:00 p.m. Monday-Friday. Copies will NOT be made until you come to pick them up at the Mather Welcome Desk in an effort to remain environmentally-friendly.  

Event Support

  • Technical support for your student event (i.e. the set-up and use of microphones, speakers, iPods, projectors, projector screens, mixers, & other DJ equipment), may be requested by e-mailing the Event Support Unit Manager, Emmanuel Amoafo and CC'ing his supervisor, Romulus Perez. Please note that anything requiring large-scale lighting or sound equipment will most likely need to be outsourced to a company.

  • Requests must be submitted at least 5 business days in advance.

  • Event Support is run by students, who, if requested, assist at all events that occur after 5 P.M. on weekdays & during all hours on weekends.  The Event Support Team will provide set-up & trouble-shooting of equipment detailed above.  Please know that as Event Support is student run, they occasionally may not be able to staff your event.

Reserving Mather Lobby Tables

  • The Mather Hall Lobby Tables are available for organizations to reserve to promote their events or spread awareness. To reserve, please contact Debbie Cook​.
  • Tables are reserved on a first-come, first-served basis and require reservation to use.