Planning and Logistical Resources
Need some resources to make your event a success?
Holding an event outside of your room/apartment? Reserve the space with Event Services using the Programming Resource Form. (Space reservations must be submitted by GRCs.) Pretty much any space on campus is reservable; whether it’s the Flannery Multi-Purpose Room (FLOC 230), the Starbucks Atrium, or the Newman Volleyball Courts, it’s a good idea to reserve the space! It ensures that doors are unlocked and the space is prepped.
Speaking of Event Services, they can provide many more resources than just the room.
- For some spaces, you can request tables, chairs, lighting, speakers, staging, microphones, etc. Most services are free, but some supplies need to be rented from outside companies and have a small fee attached.
- Are you doing a larger program with a larger budget? Interested in doing a casino night or bubble soccer? Want to get Inflatables, a popcorn machine, a dunk tank, or an outdoor inflatable movie screen? Event Services works with a wide array of outside contractors that are approved to work with Loyola. With enough notice, Events can rent on your behalf, meet the vendor on the day of the event, and make sure everything is set up so you can focus on all the other pieces of your program.
| Request Deadlines for Events
| If you are working with any outside companies/vendors (performers, rental agencies, etc.)
||Submit no later than 14 business days before your event
| If your event does not involve outside companies, but you will require Loyola resources (catering, chairs/tables/technology not currently in the room, etc.)
||Submit no later than 10 business days before your event
| If your request is only for the space as is
||Submit no later than 5 business days before your event
When submitting a space request, the Programming Resource Form will ask for the following:
- Title for the Event
- Start Time and End Time of the event
- Which specific spaces you would like to request (if any)
- Will there be food?
- Do you need any technology not currently in your preferred room?
- Do you require any additional furniture setup?
- Do you need to rent any supplies from an outside vendor?
- Is there a contract or rider for this event (will a performer or speaker be coming to campus?)
- Is this event ticketed?
- Are you expecting off campus guests (Are you marketing this event to non-Loyola students?)
- Is paid admission required to attend?
- Do you need an Evergreen Card Reader? (only available in certain locations and times)
Going off campus? There are plenty of ways to get your residents out and about in Baltimore
Have a group of 4-13 residents attending? RAs and GRCs can register to become motorpool certified allowing them to borrow Loyola cars or vans. Once certified, staff members can request vans/cars through the Programming Resource Form. Requests must be submitted 10 business days in advance. Review all the Student Life Motorpool Policies before submitting your first request.
Driver Clearance must be renewed each year. This includes reading the Motor Fleet Safety Policy, passing the online Defensive Driving Test and completing the Authorized Driver Information Form. (When asked to enter your “supervisor” on the ADIF, please enter Tim Cherney)
Have a group of 13+ residents attending? Using the Programming Resource Form, staff members can request a Loyola shuttle or bus with driver to take your residents to and from your event. Requests must be submitted 21 days in advance. Review all Student Life Charter Policies before submitting your first request. Please note: If less that 8 people show up on the day of the event, the driver will automatically cancel the trip.
Help your residents get acquainted with BaltimoreLink. Use the Programming Resource Form to request One-Day bus passes for everyone in your group.
Don’t forget about the CollTown Shuttle. Free with your student ID, the CollTown Shuttle can get you to most of the other schools in the network as well as Penn Station where you can pick up the MARC train or the Charm City Circulator
Pick up the Purple Line at JHU or at Penn Station. The Circulator is a free public bus that can connect you to a wide variety of neighborhoods around the Harbor.
What’s your budget for this event? Chat with your GRC or AD to explore additional ways to increase your funding sources. Consider partnering with SGA, your RHA Area Leadership Team, or another office on campus. Or, consider applying for a grant through Student Life or Loyola’s Education for Life Committee.
The Office of Student Life supports the holistic development of the student body by empowering students to create safe, civil, and inclusive living and learning environments.
To meet this mission, funding is set aside annually to support student-led initiatives both within the residence halls and the campus community at large. Specifically, available funds will be allocated to initiatives that meet one or more of the following criteria:
- Promotes the creation of a just and inclusive community with increased attention to the sense of belonging for students of color, LGBTQPIA+ students, and students who do not identify as Catholic
- Helps create an active and engaged community on campus between the hours of 9pm-midnight on Friday or Saturday nights
- Assists in the retention of first year students
- Increases student interaction with faculty members outside of the classroom
Use the Programming Resource Form to submit a grant request. Be prepared to include the following:
- A brief description of how your event or initiative meets one or more of the criteria listed above
- A specific amount you are requesting (typical grants awarded for RA programs range between $50-$250 depending on the size and scope of the event.)
- A brief breakdown of how these specific funds would be used (i.e. how much would be used for food, supplies, rentals, giveaways, etc.)
- If additional funding was available beyond your request, how would you use them to enhance your event or initiative (if applicable)
- Are any other offices, clubs, or organizations co-sponsoring this event/initiative?
The Education for Life committee (EFL) allocates funds to support educational and diversity programming outside of the classroom. EFL also provides partial support for professional development opportunities for undergraduate and graduate students, and for student conference attendance.
Programs must reflect the Division of Student Development's commitment to: (a) cultivating educational partnerships, (b) addressing the development needs of students, (c) promoting a positive climate of learning, (d) promoting the values inherent in diversity, and (e) enhancing the sense of community on campus.
Programs must have central focus on student learning. Special consideration will be given to those events that are sponsored by students and those that enable students to interact directly with faculty and invited guests (e.g., small group discussions, receptions).
Review the Ed for Life website for additional criteria and to learn how to submit a proposal
"I have my budget. How do I actually buy things?"
Once your AD has approved your funding in the Programming Calendar, you can purchase your supplies in a few ways:
- Reimbursement - Buy anything you need (up to $150 per day) and save your receipts. Bring your receipts to the main office during business hours. Let them know you are doing a reimbursement and your AD has approved it in the Programming Calendar. The Main Office Team will fill out all of the necessary forms and copies. They will give you a signed green form to take with the receipt to SAS in Maryland Hall to get your cash. RAs can only purchase gift cards through their AD.
- Cash Advance - Come to the main office and request a cash advance. The Main Office Team will verify your AD has approved the amount in the Programming Calendar. They will give you a green form and a white envelope to take to SAS in Maryland Hall. You can receive up to $150 per day as a cash advance. Purchase what you need, save all of your receipts, put those receipts, any change, and any paperwork SAS gives you in the white Cash Advance envelope, and bring all of it to the main office during regular business hours. Do NOT return receipts directly to SAS. RA can only purchase gift cards through their AD.
- "P-Card" (AD credit card) - Need to buy something over $150? Talk to your AD about them purchasing the items for you. This is a particularly good option if the purchases are online sales or if your vendor takes credit card payment over the phone. Make sure you turn any receipts in to your AD.
If you are interested in using gift cards as prizes for any of your programs, please consult with your AD. Any gift cards MUST be purchased by your AD. Please do not use cash advance funds to purchase gift cards. If you purchase gift cards on your own, we will not be able to reimburse you.
While our ultimate goal is to provide programs to your residents that are completely free of charge, you may on occasion plan an event that requires residents to pay for a portion of the cost.
When that’s the case, the main office can help you collect Evergreen funds. Fill out the Programming Resource Form and once approved, your residents can come to the main office any time during normal business hours (M-F, 8:30am-5pm) and the OAs will run the process for you.
When filling out the request, be prepared to include the following:
- Start and end date when residents will be coming to the office
- Dollar amount residents should be charged
- Max number of people who can pay/sign up for your event
If you are asking residents to pay for a portion, brainstorm ways you could offer a few a spots for free - do a raffle the week before to get interest, offer free admission to the first 5 people that sign up, etc.
Student Life owns additional equipment and supplies accessible through the main office. This includes supplies left over from previous programs that can be used again. Below is a partial list of some of the items that we currently have access to. Use the Programming Resource Form to request any of them. And, if you have any suggestions for equipment or reusable supplies the office should purchase for RA programs, please e-mail Tim Cherney.
- (4) Outdoor charcoal grills stored in various locations on campus
- Grills come with foil, grilling supplies, and lighter. RAs must supply charcoal
- 1.25” Button Maker with supplies for buttons, magnets, and keychains
- (15) nylon “parachute” beach/grass blankets
- (200) multi-color plastic “ball pit” balls
- (10) dodgeballs
- Tug of War Rope
- 8.5 x 11 laminator (RA must supply laminating pouches)
- Outdoor dry-erase sandwich board
RAs have access to two Resource Rooms using their ID card. Located in Lange 32A and Hammerman 100, these resource rooms are typically stocked with butcher block paper, construction paper, the Cricut machines, and Die-Cuts along with other general supplies. If anything is running low or if there are any supplies that would better help you create engaging resources or events for your residents, please let us know using the Programming Resource Form.