Events & Risk Management
Registered student organizations host meetings, programs, fundraisers, social activities and other events throughout the year. Planning ahead helps organizations create successful events while meeting university requirements and reducing risks for members, guests and the Texas Tech community.
Student Involvement can help organization leaders understand event requirements, identify campus resources and determine what additional approvals may be needed for an activity.
Planning an Event
Organizations should begin planning events early, particularly when an activity involves reserving university space, travel, food, outside guests, vendors or other arrangements that may require additional review.
Before an event, organization leaders should consider:
- The purpose, date, time and expected attendance
- Location and space requirements
- Accessibility for participants
- Event expenses and available organization funds
- Food, equipment, technology or other event needs
- Contracts, vendors or outside speakers and performers
- Transportation or travel
- Potential risks to participants or guests
- University approvals that may be required
Reserving a space does not necessarily complete every requirement for an event. Organizations are responsible for identifying and completing any additional university processes that apply to their activities.
Risk Management
Risk management is an important responsibility for registered student organizations. Organization leaders should consider potential risks before activities take place and make reasonable plans to protect participants and the university community.
Risk management considerations may include:
- Alcohol and illegal drugs
- Hazing
- Sexual misconduct
- Behavior at organization events
- Travel and transportation
- Fire and life safety
- Accessibility
- Emergency planning
Student organizations should ensure that officers and members understand university expectations and any required risk management training.
Hazing
Hazing is prohibited at Texas Tech University. Student organizations and individual members are responsible for understanding university policy and Texas law related to hazing.
Organization Travel
Travel for organization activities requires additional planning. Organization leaders should consider transportation, lodging, participant information, emergency contacts, trip expenses and the responsibilities of members while traveling on organization business.
Organizations should complete applicable university travel requirements before departing and allow enough time for any required approvals or financial arrangements.
Food at Events
Organizations planning to serve or distribute food should determine whether university food service, environmental health or facility requirements apply before making purchases or arrangements with an outside provider.
Requirements may vary depending on the event location, type of food, method of preparation and whether food will be sold or provided to participants.
Events Involving Alcohol
Student organizations planning activities where alcohol may be present are responsible for complying with university policy and applicable law. Additional requirements may apply depending on the organization, location and nature of the event.
Organizations should review applicable requirements and contact Student Involvement when they are unsure whether an event requires additional approval or documentation.
Fundraising & Sales
Registered student organizations may conduct fundraising activities to support their organizations and programs, subject to university requirements. Organizations should review applicable rules before selling goods, collecting money, hosting a fundraiser or conducting other revenue-generating activities on campus.
Financial planning for events, organization purchases and funding requirements is covered in more detail on the Finance & Funding page.
Event Planning Support
Event requirements can vary considerably depending on the activity. Student Involvement staff can help organization leaders identify the appropriate university processes and resources before an event takes place.
Organizations are encouraged to contact Student Involvement early in the planning process when an event involves unusual activities, significant attendance, travel, alcohol, outside vendors or other circumstances that may require additional review.
Student Involvement
Student Union Building, Room 011
1 (806) 742-5433
studentorgs@ttu.edu
Student Life
-
Address
104 Administration Building, Box 42019, Lubbock, Texas 79409-2019 -
Phone
806-742-2977 -
Email
studentlife@ttu.edu