Winthrop University: Cultural Events - Sponsors - Approval Process

Cultural Events

Approval Process

Each semester, event organizers who wish to have their events considered for approval as Cultural Events must submit a request to the Cultural Events Committee. The committee is responsible for reviewing event proposals and determining whether they meet the criteria for Cultural Events and Global Learning Initiative (GLI) Events.

Approval of all events sponsored by the College of Visual and Performing Arts (CVPA) and its various divisions is automatic. If your event is being sponsored by the CVPA, please click here. A calendar of these events is provided by the CVPA Dean’s Office each semester.


Submitting an Event Proposal

When requesting Cultural Event status for an event, please complete the following steps:

 Step 1. 

Review the guidelines for events and submission examples.

 Step 2. 

Find a University faculty/staff member to sponsor the event.

 Step 3. 

If the event will be taking place on campus, make a space request through the campus space reservation system (note: the space request does not need to be approved before an event proposal is submitted).

 Step 4. 

Submit an event proposal. Event proposals are reviewed by the Cultural Events Committee, which meets twice a month during the fall and spring semesters. To ensure timely review, it is recommended that the event proposal be submitted at least 4-6 weeks prior to the event.


Submission Deadlines - Fall 2021

In order to be guaranteed review at the next committee meeting, event proposals must be submitted by the upcoming deadline. The submission deadlines for Fall 2021 can be found below.

    Submission Deadlines

    Committee Meeting Dates

    Friday, September 3rd at 11:59 p.m.

    September 7th

    Friday, September 17th at 11:59 p.m.

    September 21st

    Friday, October 8th at 11:59 p.m.

    October 12th

    Friday, October 22nd at 11:59 p.m.

    October 26th

    Friday, November 5th at 11:59 p.m.

    November 9th

    Friday, November 19th at 11:59 p.m.

    November 23rd

    Tuesday, December 14th at 11:59 p.m.

    December 16th

 

Notification of Decision

Following committee review, the Cultural Events Coordinator will notify the event organizer and sponsor of the committee's decision.

If the event proposal is denied, a rationale for its denial will be provided (in some cases, this may include suggestions for revision). It should be noted and strongly emphasized that failure to obtain the approval of the Cultural Events Committee does not reflect upon the quality or the validity of any event, nor the committee's support for the program being presented, only its relevance to the specific goals of the Cultural Events requirement.

 

Approved Cultural Events

  1. Once approved, an event will be added it to the Cultural Events calendar. This calendar is updated on a regular basis during the fall and spring semesters as new events are approved. Event orgnaizers can contact us to request edits to the the calendar as needed.
  2. Once approved, event organizers may use the Cultural Events logo for their marketing and promotional materials.
  3. Organizers and sponsors of on-campus events must add their events to the University Events Calendar through the campus space reservation system. Once an approved event is added to the calendar, the Cultural Events Coordinator will mark it on this calendar as a Cultural Event and GLI Event (if applicable).
  4. A record of students present at each Cultural Event must be made. At on-campus events, this will be done by the Cultural Event Monitors who will electronically scan student IDs before and after each event. At off-campus Cultural Events, the event sponsor will be responsible for maintaining an attendance list according to the attendance policy and guidelines for credit and sending it to the Cultural Events Coordinator for processing.

Announcements, Changes, and Cancellations of Cultural Events

  1. If an event is cancelled or a change is made to the time, date, or location of an event, the organizers and sponsor must notify the Cultural Events Coordinator so that the Cultural Events calendar can be updated. In the event of a last-minute cancellation, the event organizer must post a notice sign outside of the event area. This is especially important for times when it is unlikely that news of the cancellation will reach students by any other means.
  2. If a change is made to the event program (e.g., a new topic will be discussed or a different speaker will be featured), the event organizer and sponsor must notify the Cultural Events Coordinator immediately as the event may need to be re-approved by the Cultural Events Committee.
  3. The sponsor of a Cultural Event is encouraged to contact fellow faculty and staff members who might be interested in the event and those who teach courses related to the event, as well as relevant student organizations, to inform them of the event. It is hoped that such information may be used by the faculty to inform their students, and may be of use in enhancing course curricula, thus making the event a more enriching experience for the students.

Responsibilities of Event Organizers

  1. They will be in attendance for the event.
  2. They will notify the Cultural Events Coordinator immediately of any changes to the event, such as change in time, date, location, or duration as well as cancellation.
  3. They will handle any discipline problems which arise during the event.
  4. They will supervise the limiting of crowd size to prevent overcrowding.

Last Updated: 10/8/21