Planning an IR/PS Event
The faculty, staff, and students of the School of International Relations and Pacific Studies work together to develop an enriching academic and social atmosphere for the members of our diverse community. The following guidelines were developed to help community members plan their events and ensure:
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compliance with School and University policy
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the maximum involvement from our students and,
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appropriate scheduling in our School calendar.
If you have any questions about these event guidelines, or would like to involve IR/PS students in your event, please contact Student Affairs.
Faculty
If you are a faculty member who would like to create an event involving IR/PS students, please:
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Coordinate with Katie Mayfield in External Relations. She will provide assistance regarding scheduling, facilities, travel, lodging, and reimbursements. Katie will also coordinate with Student Affairs to publicize the event to the students. Faculty should note that the event is tentative until confirmed at a staff events meeting. This may take up to two weeks to complete.
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Determine funding source for event.
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Commit to introducing the speaker on the day of the event, and determine any additional activities (seminars, lunches, dinners, meetings) for speaker.
Staff
If you are an IR/PS staff member who would like to schedule an event involving IR/PS students:
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Please bring the event information to a staff event meeting. Please note that the event is not confirmed until it has announced at a staff event meeting.
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Student Affairs will post an announcement in the weekly student events bulletin, and post it to the IR/PS website calendar and MPIA calendar.
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Once it has been announced in the Student Affairs events bulletin, you may publicize your event to IR/PS students. Options include posting emails/flyers to events@irpsmail.ucsd.edu. Flyers will ideally be posted one week prior to the event and an email reminder sent out via Events the day prior to the event. Please do not use scotch tape or post outside on building or in window spaces. Use poster tape and post within designated bulletin boards in the student building.
Students
If you are an IR/PS student group who would like to hold an event, please:
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Consider which speakers you want to bring to campus and solicit assistance from your faculty advisor and/or PIASO.
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Budget the cost of the event using your PIASO funding. Request additional funding from PIASO if needed. Please do not solicit funding from any IR/PS unit, campus department, or private source until you have met with Student Affairs.
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Make an Event Proposal appointment with Student Affairs. For your appointment, please bring a completed Event Proposal Form. At this appointment, resources needed for the event (including audiovisual, parking, signage, room reservations, catering, and transportation) will be determined and you will schedule your Event Confirmation meeting. Please note that the event is not "official" until you complete the Event Proposal appointment with Student Affairs, and the event is confirmed at a staff events meeting. This may take up to two weeks to complete.
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Create flyers (based on the IR/PS template) and bring them to an Event Confirmation meeting with Student Affairs. At this appointment, arrangements for the event will be confirmed. Student Affairs will also provide an event "packet" to the student that includes all vendor and services information for the event. Once arrangements are confirmed, Student Affairs will post an announcement in the weekly student events bulletin, and post it to the IR/PS website calendar (if appropriate) and MPIA calendar.
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Once it has been announced in the Student Affairs events bulletin, the student group may publicize the event. It is recommended that the group announce the event via the Events conference board immediately. Flyers will ideally be posted one week prior to the event. An email reminder should be sent out via Events the day prior to the event. When posting flyers, please do not use scotch tape or post outside on building or in window spaces. Use poster tape and post within designated bulletin boards in the student building.
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On the day of event, be there to supervise the set up of the room and to accompany any guest speakers.
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Ask speakers to sign a publicity waiver if the event is to be photographed, recorded, and/or broadcast.
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Send thank you notes to speakers and special guests.
