RSO Event Planning and Operations Fall 2023

1. Presenting a photocopy of an actual CDC COVID-19 vaccination card or a state-issued vaccination certificate on their phone upon arrival;
2. Presenting an actual CDC COVID-19 vaccination card or state-issued vaccination certificate upon arrival;
3. Submitting a photocopy of a CDC COVID-19 vaccination card, a state-issued vaccination, and any advance registration;
4. Signing a form upon arrival in which the non-JHU affiliate certifies they are fully vaccinated and boosted.

Table Of Contents

1. Meeting/Events
2. Social Events Off-Campus with Alcohol
3. Operational Considerations/Travel
4. Financial Information

Off-Campus Social Events/Events with Alcohol

To begin the Fall 2023 semester, off-campus social events/events with alcohol will begin the week of  August 28, 2023.  Any off-campus events with alcohol already submitted will be rejected for dates before August 28, 2023. All other policies, guidance, and protocols from previous semesters apply when off-campus events resume during the week of August 28, 2023.

Event Submissions

• Two member of the chapter will need to attend workshops on September 3, 2023 on behalf of the organization.  Those two students are the only students that can submit events on behalf of the organizationn. All other events submitted on behalf of the organization by students that have not attended training will be rejected. 
• These students should be listed as officers in Hopkins Groups, specifically as "Event Coordinator". 

Meetings/Events

Registered Student Organizations (RSO) may start submitting an event and general body meeting requests through Hopkins Groups. Scheduling & Event Services will begin sending confirmations as requests are scheduled and confirmed.

Indoor Events

• Event space or general pool classroom requests must be submitted 15 business days before the event date for events that require any scheduled services (i.e., AV support, table/chair rentals, extra waste receptacles, security, additional staffing or cleaning, special setup, weekend services)
  • 15 business days do not include weekends, holidays, or days when the University is closed.
  • If you are requesting a general pool classroom and do not require additional scheduled services (listed above). You can submit the request no less than 5 business days before the event date.
• The following spaces with a standard fixed setup may be reserved FIVE BUSINESS days or more before the event date if NO SCHEDULED SERVICES (as outlined above) are needed:
  • Scott Bates Commons MPR            Classroom style for 30
  • Wolman MPR                                  Conference Square for 16
  • Conference Room A                        Conference Square for 16
  • Wolman Theater                              Theater style for 42
  • Shriver Board Room                        Conference Square for 24
  • Academic classrooms                      Vary based on location

Outdoor Events

• Outdoor space requests must be submitted 15 business days or more before the event date.
• The space requested should be conducive to the number of people attending.
• An alternative rain date should be submitted during the initial event request in case of inclement weather.
• A final weather call must be made 3 business days before the event. At that time, the group must determine if the event will be canceled or rescheduled to the alternative rain date/location, which should be on hold. (Cancellation of internal services, staffing, and rentals must be made to avoid cancellation fees. Please be mindful when scheduling directly with outside vendors of any cancellation charges you may be financially responsible for and understand the terms and agreements)

General Body/Weekly Meetings

General body meetings will be scheduled as much as possible in academic classroom spaces in the evenings to accommodate special events in event spaces. For this reason, we need to allow academic classes and supplemental instruction to be finalized at the start of the semester.

• Each registered student organization will be permitted to submit a no more than one 90-minute general body meeting once we have accommodated that one general body meeting. We can then allow additional meetings as space is available.

Things to know for the fall semester…

• Scott-Bates Commons spaces have technology/equipment to accommodate hybrid events, but KIT-CATS support needs to be scheduled.
• Two designated members from each Registered Student Organization are permitted to submit space reservation requests for events, meetings and classrooms on campus. Those members must complete the Hopkins Groups event training and attend a 30-minute virtual or in-person session with a Scheduling & Event Services staff member after RSO training and by the
• General body and weekly meetings are scheduled in general pool academic spaces to save meeting rooms for events and performances. All academic classes must be scheduled and confirmed before scheduling meetings and rehearsals in general pool classrooms.

Other Operational Considerations:

Advisor Requirement

Please remember that all RSOs must have an on-campus advisor this year to complete re-registration. Most organizations already have an advisor on record. If you have questions or need support in this area, please do not hesitate to contact the LEED office at studentorgs@jhu.edu. 

RSO 101 Required Training

1. RSO 101 Officers Workshop training will occur on September 3, 2023, from 10 am to 5 pm.  There are two required training for all RSOs – RSO 101 and RSO Finance 101.  This year there is other training needed based on which activities RSOs participate in. For groups that utilize University space, there will be training needed to access space; for groups that travel, additional training will be required. The expectation is that at least the President and Treasurer participate in RSO 101 and RSO Finance 101. If the groups want to make purchases, schedule space, or travel, additional training is also required.   
   • President and Treasurer must complete:
     • RSO 101 training and
     • RSO Finance 101 training
   • Two member of the RSO must complete:
     • 2 Event Scheduling Trainings 
       • Submitting on Hopkins Groups
       • Event Plannining through Scheduling Event Services
   • One member must complete (only if the group plans to travel (local, regional, nationally, or internationally):
     • Travel Training

Event Training 

RSO leaders who want to reserve general pool space on the Homewood campus will still be required to complete two trainings during the RSO Officers Workshop on September 3, 2023 to reserve space. This training will be about the event scheduling process and how to execute your event best. The training will be available in-person on September 3, 2023 and a link to the supplemental training will be available on Hopkins Groups. Events will not be approved until a member (s) has completed the training. There will be no delay in getting events approved while the trainings are unavailable.  Once the trainings are live, RSOs will need a member(s) that take the training for the LEED office to process event registration requests.  

Food

Guests and Third-Party Vendors

The University is allowing non-JHU affiliates during in-person gatherings. These guests are not required to mask indoors. 

Travel
RSOs will have the ability to utilize their budgeted funds for travel. Travel must be registered in Hopkins Groups and booked through Leadership Engagement & Experiential Development. There should be a corresponding event request for any travel request submitted to the LEED office. 

Travel Considerations:

• Overnight travel has resumed in full. 
• International travel is allowed. 

Digital Media Center

The DMC is located to the Homewood Apartments (next to Kinkos at the old M & T Bank Branch) and will be open, offering regular pickup options for equipment, and DMC resources will have normal capacity. Gaming computers, an online Discord channel for chat, and workshops and programs to assist in levering technology for your curricular and co-curricular learning.

Leadership Engagement & Experiential Development 

LEED is located in “The Lab” office suite in the Homewood Apartments. LEED and other Student Life offices will operate during the regular business hours of the school year. The main phone will be answered during this time, and students are welcome to call for questions or to speak to staff members. Additionally, staff will be present on-campus for in-person events and training. Appointments will be set up either online or in person. Any mail/package pickups will occur at Levering Hall utilizing regular protocols and by walk-in or appointment.

LEED and Student Centers Programming Spaces

While in LEED/Student Centers spaces (the LaB), current University guidance must be followed at all times. LEED Consultants/Event Ambassadors will perform regular space checks (inside and outside) to ensure these safety protocols are adhered to.

• The LaB: 7:00pm-12:00am (M-F), 12:00pm-12:00am (Sat-Sun)
  • LEED Office Hours: 8:30 am – 5:00 pm (Mon – Fri)
  • Levering Hall: 9:00am-Midnight (Mon-Sun)
  • Shriver Hall Musical Practice Rooms: 9:00 am-10:00 pm (M-F), 10:00 am-10:00 pm (Sat-Sun)
• All building hours are subject to change.

Financial Information

LEED Managed RSO's Purchase Request Updates

The last date to submit purchase requests for the fall semester for groups that receive funds from SGA or their finances are managed in the LEED office is December 10th. 

The following items will be strictly enforced for the fall and spring semesters:

1.  Any student groups requesting reimbursements that have not obtained prior approval will be rejected. There will be no exceptions. To obtain approval, a purchase request must be submitted detailing the item or service needed and why the item cannot be purchased by the LEED office.
2. Any student groups needing rideshare services must submit a purchase request detailing the list of students needing rides, the times the rides are to be requested, and both destination points. The LEED office will provide an LYFT code for student use. These codes are to be used by one student only – they cannot be shared amongst members and are only used in conjunction with University-sponsored activities. The LEED office will not reimburse for any other ride share service. 
3. It is likely we will see an increase in requests for the fall. Ensure that all purchase requests for branded merchandise are submitted 6-8 WEEKS in advance. Due to rampant supply chain shortages and issues with shipping, expedited requests very likely cannot be accommodated.
4. The minimum lead time for general purchase and food-related requests is 14 BUSINESS DAYS. Requests for expedited items will be difficult to accommodate.
5. Student groups should use Foodify for food-related needs. If the vendor is not in Foodify, they must be able to take an electronic payment (i.e., via phone or online).

1. RSOs receiving funding directly from the AVP/Dean of Student Engagement office will receive notification by August 28, 2023, and those RSOs budgets are available to make purchases immediately. 
2. RSOs receiving funding from the SGA, those funds will be available on or before August 28, 2023. 
3. RSOs receiving funding from other sources, which includes the CSC, Sports Clubs, academic organizations, and others, please contact your respective category coordinators/advisors to determine when your funding will be allocated.

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