Current Organization Resources

EVENT REQUIREMENTS AND PLANNING

SAIL Event Requirements:

  • Event Approval: All registered student organizations are required to submit their event request for all events whether in-person or virtual, on or off campus, with the exception of executive board meetings, through OreConnect to be approved by the SAIL office.
    • If your event does not require a contract then at least one week in advance of the event.
    • If your event does require a contract(s) then at least four weeks in advance of the event or four weeks from the first payment due to a vendor, whichever comes first.
    • If you are traveling (spending the night anywhere or leaving the state), you will fill out a travel survey instead.

Your event is not approved from SAIL until it has been approved via OreConnect

    • You must first reserve a spaces on campus for your event then submit your event for SAIL approval. Receiving a space confirmation is not equivalent to receiving approval from the SAIL office; you still must submit your event via OreConnect and receive SAIL approval prior to proceeding with the event.
    • If your event is off campus, simply put the address of the off campus location. 
  • Advertising: Organization meetings and events must be advertised through two campus-wide platform such as the Daily Blast, the university wide calendar or flyers posted around campus and must be advertised with at least three days notice.
    • All event advertisements must include instructions on how to arrange accessible accommodations.
    • If choosing to advertise with flyers, the flyer must receive SAIL approval. Email a digital version of your flyer to the SAIL office at sail@mines.edu to be stamped.
    • Advertising only to organization members or closed server lists does not constitute sufficient advertising.
  • Accommodation Statement: All event advertising, whether through a flyer or another campus-wide platform, is required to include an accommodation statement. Below is an example you may use.
    • Example Statement: Mines welcomes individuals with disabilities. If you require an accommodation in order to participate in this event, please contact (event contact) by (date) at (contact information). Advance notice may be necessary to arrange for some accessibility needs.

Helpful Resources:

SAIL Procedures and Support
Advisor Resources
Treasurer Resources
Monthly Newsletters

Have Questions? Contact Us!

The SAIL Office | Located on the First Floor of the Ben Parker Student Center, Suite E120 | sail@mines.edu