SPARC event planning interns will walk you through the entire event planning and registration process. In one sitting, this process takes about 20 minutes. Be sure to plan well in advance (at least two weeks before your event date, when possible) and allow enough time for the whole process. Come to the office prepared with as much of the following information as possible.
Event Planning + COVID-19
These protocols are subject to change based on updated guidelines from the State of New York and the U.S. Centers for Disease Control and Prevention.
- All club events (virtual/in-person) must be registered through SPARC. Students are encouraged to organize virtual events when possible. No outside invited speakers or other visitors from off campus will be allowed for in-person events. SPARC will have a checklist for clubs when registering events to ensure that all required guidelines are followed. Event organizers must explicitly state how they will uphold social distancing requirements, and how they will address any violations. Organizers of events where social distancing is not followed or where attendees fail to wear face coverings when required will be prohibited from organizing or hosting future events.
- During August and September, in-person social events may only be held outdoors and should have a capacity of no more than 20 people. However, prepackaged event materials can be made available for any number of students for pick-up or drop-off.
- In-person events, such as outdoor movie screenings, will only be approved pending review and authority to use outdoor spaces (i.e., tents).
- These events will be subject to government guidelines regarding social distancing and gatherings.
- Food is not allowed at events unless it is purchased food that is individually wrapped or served by a Bard dining team member.
- All virtual events, with the exception of club meetings, must be staffed by event staffers. Event staff will have virtual hate/Zoom bombing training built into their fall training.
Planning and Evaluating Guides
Fall 2019-Spring 2020 Gallery
Things to Consider
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LocationSPARC interns will help you reserve a location on campus. Please come prepared with your top three location choices for the event. -
SoundDo you want music at your event? Need a microphone? We’ll help you submit sound crew requests, or figure out other sound solutions depending on your event. -
VisualsOther A/V needs—want to screen a movie? Need to borrow a projector? We will help you navigate the details specific to your event. -
EquipmentHow many tables and chairs do you need for your event? Do you need a stage? Want to borrow a grill from Buildings and Grounds for an outdoor event? Room setup is a crucial step in planning your event—don’t worry. We’ll help you with all of this.
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Food + DrinkThere are many different ways to cater an event, and we’ll help you determine which is best for your event. Serving alcohol is also easier than most people think—just ask and we’ll explain the process to you!
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PublicityWant a catchy poster for your event? Need some creative ideas about how to publicize? Our event planning interns will help you submit a poster request and walk you through your other publicity options to ensure that your event is well attended!
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Event HostsEvery event needs at least two event hosts who are not performing at the event. In many cases, both event hosts will need to sign paperwork related to your event. When possible, come to SPARC together to complete the process in one meeting.
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RegistrationThe most important of all steps! This step ensures that your event is officially registered with the Office of Student Activities and with Bard Security. Events that are not registered properly will be shut down.
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2019–2020
Event Rules and Protocol document — learn about hosting an event on campus and school policies related to the process.
