Event Planning 101
Courtesy of the GSC
Committee
TIP: If your event occurs less than 1 week from a GBM, then submit funding requests the GBM before
Helpful Links:
Dartmouth EMS - ems.dartmouth.edu
Guarini commons website- https://graduate.dartmouth.edu/policy/guarini-social-event-registration
PDF to previously approved vendors - https://www.dartmouth.edu/finance/documents/purchasing_tab_documents/food-provider-compliance-list.pdf
Limited Engagement Agreement (for DJ’s, etc) - https://www.dartmouth.edu/finance/documents/purchasing_tab_documents/limited_engagement_agreement_form.pdf
Funding Forms (Standard funding and Reimbursement) - https://gsc.dartmouth.edu/funding-forms
Event Submission (for circular) - https://gsc.dartmouth.edu/events
Sober Monitoring:
“Go to: https://lms.nh.gov/liquor/portal/ this is the link for the Total Education in Alcohol Management, (TEAM) training. If this link does not get you to this then start at the main page ( https://www.nh.gov/liquor/enforcement/ ) and find TEAM training.
Click on log in on top right
Click on create new account
Fill out form to create an account, at the liquor license number question, enter 99999
Proceed with the training
Standard Funding Request Requirements:
Requests over $250 must be made in-person at the General Body Meetings (first Tuesday of each month)
under limited circumstances, an event may be considered for approval via electronic voting at the discretion of the Executive Board
Must provide a detailed itemized budget list
Must provide proof of a reserved space or contingency plan
Event fliers must be shared within 24 hours of approval to GSC Communications, if not already
Event must be advertised for at least 1 week by event host
GSC will already provide some advertising through the circular and social media
BER Requirements:
Pictures of receipts
List of all attendee names (if possible, this is a new request from the finance office)
Tip: Take photos of the event space after cleaning up as proof of adequate cleaning just in case.
Unfortunately in the past, student groups have been charged for messes made by others using a space after an event has occurred and been cleaned up. However, since cleaning staff does not always arrive immediately after an event, the administration has no way of knowing who is responsible for the mess except for cross referencing the official EMS booking.