UNIVERSITY PARK, Pa. — As the fall semester progresses, Penn State's Office of Student Leadership and Involvement encourages recognized student organizations (RSOs) at University Park to plan ahead when scheduling events and reserving campus spaces.   

RSOs should begin event planning six to eight weeks in advance of their intended event date. This timeframe provides enough time to secure necessary approvals, resources and advertising. Events hosted in major campus venues, such as the HUB-Robeson Center or larger outdoor spaces, may require additional lead time due to high demand. Outdoor spaces also require additional meetings and consideration with campus partners. 

“We are committed to supporting all of our recognized student organizations in having a successful event and are here to help them navigate the process,” said Jeff Zapletal, director of Student Leadership and Involvement. “There are policies and procedures in place for all RSOs that help us create a consistent and successful experience for everyone. Planning ahead and communicating with staff in Student Leadership and Involvement is crucial in hosting a successful event.” 

To effectively host an event, RSOs must:  

• Complete event registration through 25Live, Penn State’s reservation platform. 
• Schedule an RSO Event Consultation meeting with staff. 
• Complete the contracting process when a third party is involved. 

An overview of the protocol and planning process is available online. 

Student organization officers also are encouraged to complete available Canvas-based courses. These trainings provide essential information on processes, timelines and expectations for event planning and management, including key roles, reservation procedures and how to effectively promote events. Students can email studentorg@psu.edu to enroll in any available training.  

The Office of Student Leadership and Involvement, a unit in the division of Student Affairs, has resources and staff support available for all RSOs planning upcoming events. Guidelines, processes and overviews are available online.