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Library Publicity

Event Proposal / Funding Process

Event Procedures

Step 1

Step 2

  • Request Rob add your event proposal to the agenda for the next staff meeting
    • If event will happen before the next staff meeting or if approval will be needed sooner for planning purposes, the event proposal process can be done through email (see Staff Approval Process below for more detail)

Step 3

  • Present event proposal to staff

Step 4

  • Get working on your event! (as long as necessary approval was provided)

Step 5

Staff Approval Process

  • Whenever possible, event proposals will be presented during staff meetings
    • Once proposal has been presented, staff will be asked if anyone objects to the proposal
    • If resources are needed, staff will be asked if anyone objects to the resources requested
  • If time does not allot, event proposal can be presented to staff over email
    • The person presenting the event will email the event proposal to ALL library staff
    • Staff will be given a reasonable amount of time to respond
    • If staff objects to either the event or the resources requested they must reply to all with their concerns

Funding 

  • Funding can be requested at any time
    • The earlier the request is submitted, the better chance of obtaining funds
  • Staff will determine if funding is approved and how much
  • Funds requested for coming fiscal year before budget requests are submitted
    • If approved by the staff, a line item for this event will be added to the budget request spreadsheet
    • If budget line is approved, funds will be earmarked for this event only
  • Funds requested for the current fiscal year or the coming fiscal year but after budget requests are submitted
    • Requests for the current fiscal year can only be made after the budget is confirmed
    • The total events budget will be split between the fall and spring semester
    • Money will be available on a first come, first serve basis
  • If funding is denied or is unavailable, external funding can be obtained

Event Photos/Videos

Le Moyne's Communication Office Information (Updated 8/19/22) - The Communications Office has a Media Release Form that we can use for events. This form has a lot of legalize so the Communications Office doesn't use it much as it could be a bit overwhelming for students to sign it. They usually just ask students if it would be OK to take their photos and tell them they may be used by the College, and that is usually sufficient, but we can use this if we want.

  • Student Handbook - There is additional information about photo permissions in the handbook.
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