Planning events & other organization activities
Student organizations planning events, meetings, fundraisers or other activities, must follow these college event-planning procedures. (Download a printable version.)
- Reserve the room/space on campus through Astra Room Scheduling and make sure the desired date is available. Only Sandburg faculty and staff have access to this service. Contact your advisor to complete, email the coordinator of student life, or call 309.341.5332.
- Submit an event setup for all necessary equipment and room setup needs no later than two weeks prior to the event. Even if the event does not require a different setup than what is typically in the space, an event request must still be submitted reflecting this information (e.g., requesting a table in B Lobby). Only Sandburg faculty and staff have access to this service. Contact your advisor to complete, email the coordinator of student life, or call 309.341.5332.
- Submit a Marketing & Public Relations (MPR) request form no later than three weeks prior to the event. If your event is open to anyone outside of your student organization, a Marketing & Public Relations request form must be submitted to provide event information to Marketing (including fundraisers). Complete the Marketing & Public Relations request form, and/or email Marketing directly with any questions.
- Submit an audio/visual request form no later than one week prior to the event. If your event requires any kind of technology (e.g., microphones, projector, computers, etc.), an audio/visual request form must be completed. Contact the IT Department for an audio/visual request form or with any questions by emailing dferguson@sandburg.edu or calling 309.341.5316.
- Request food or beverage through Innkeeper's Fresh Roasted Coffee. If food is being planned for the event, student organizations must go through Innkeeper's for any food/drink needs. Complete a catering request form and submit to Innkeeper's no later than three weeks prior to the event. View the catering menu for pricing and options. For questions, email Innkeeper's.
Helpful tools
African Student Association (ASA)
The mission of the African Student Assocation (ASA) is to improve the African student experience at Carl Sandburg College by providing uplifting and entertaining events while exchanging integral knowledge and culture to the entire student body, and to challenge each student to improve themselves through professional, social, and personal achievement thereby positively impacting the community.
Advisor: Anthony Law | 309.341.5439 | alaw@sandburg.edu
Associate Degree Nursing Club — First Year
This club is for first-year RN students. We meet to stay informed and work together on our classes’ activities, study groups and any professional medical seminars or exhibits that would benefit us as nursing students.
Advisor: Christina Stone | 309.341.5292 | cstone@sandburg.edu
Associate Degree Nursing Club — Second Year
To promote and foster the future of professional nursing with visionary leadership, elevating the level of community health knowledge, and creating unity through social and cultural activities.
Advisor: Christina Stone | 309.341.5292 | cstone@sandburg.edu
Art Club
The Carl Sandburg College Art Club is an art interest-oriented group dedicated to express, enhance and explore the talent of its members. It's a blank canvas and completely open to members' interpretations and imaginative expertise. It promises to remain a relaxed, open and stimulating environment where club members bond through a common interest.
Advisor: Lisa Walker | 309.341.5303 | ldwalker@sandburg.edu
Automotive Club
The Sandburg Automotive Club will provide students with opportunities to support career exploration, career development, and automotive industry awareness. This will be achieved through club projects, outreach activities, and collaboration with local industry partners. Membership in the Sandburg Automotive Club is open to all Carl Sandburg College students enrolled in credit bearing courses, whether they be automotive or not.
Advisor: Mike Hagedorn | 309.341.5267 | mhagedorn@sandburg.edu
Black Student Association (BSA)
The Black Student Association (BSA) is an organization that focuses on providing a better scholastic, cultural, political, and social life for students of color at Carl Sandburg College. The organization strives to enhance the general welfare of all culturally diverse populations while promoting high scholastic standards, and nurturing unity and pride among African American students.
BSA also is concerned with the entire student population and its diversity and is here to be of service to the minds and bodies of the entire community on campus and off. All bold, bright and brave students can unite under the organization to act in a concerted effort to improve multiculturalism at Sandburg, and all the issues and concerns that lie within that term in the new millennium. Open to all students of all cultures to promote intercultural communication and friendships.
Advisor: Anthony Law | 309.341.5439 | alaw@sandburg.edu
Criminal Justice Club
This club is designed for any student — regardless of major — who shares an interest in the Criminal Justice Field. The Criminal Justice Club gives students a better insight into different career paths available in the field. The organization also gives students the ability to make connections with outside agencies and volunteer with local community programs, as well as the opportunity to participate in many club activities from police ride-along to prison tours. Students will have the opportunity to create extended bonds that could continue past graduation.
The mission of the Criminal Justice Club, in conjunction with Carl Sandburg College, is to provide all students with opportunities for success. The shared core values of excellence, collaboration, integrity and respect are embedded in each student.
Advisor: Christopher Barber | 309.341.5313 | cbarber@sandburg.edu
Drama Club
The mission of Drama Club is to foster excellence in theatre practice and tradition by creating theatre, seeing theatre, and encouraging theatrical activity on our campus for the personal and professional benefit of its members and the larger student body.
Advisor: James Hutchings | 309.341.5317 | jhutchings@sandburg.edu
Future Alumni Network (FAN)
As students, you are Sandburg alumni-in-training, and will soon become part of the alumni network. The Sandburg alumni network is a successful group of more than 22,000 Chargers in virtually every profession, across all fifty states and worldwide. The Alumni Relations Office strives to connect Sandburg students with community members and College alumni. Current students are invited to join the Future Alumni Network. F.A.N presents students with opportunities to network with alumni at events and activities, learn about the importance of giving back, and advancing their interpersonal skills through volunteer, social and professional experiences.
Advisor: Stacey Rucker | 309.341.5330 | srucker@sandburg.edu
Hispanic-Latino Student Association (HLSA)
This student organization shares the rich culture and heritage of Hispanic-Latino students and establishes cross-cultural communication between other cultures. To provide academic and social activities that will benefit the Hispanic-Latino students in the community. Open to all students of all cultures in order to promote intercultural communication and friendships.
Advisor: Anthony Law | 309.341.5439 | alaw@sandburg.edu
Esta organización estudiantil se centra en proporcionar un deseo de compartir la rica cultura y el patrimonio de los estudiantes latinos hispanos y para establecer la comunicación intercultural entre otras culturas. Proporcionar actividades académicas y sociales que beneficien a los estudiantes latinos hispanos en la comunidad. Abierto a todos los estudiantes de todas las culturas con el fin de promover la comunicación y la amistad intercultural!
International Student Club
International Club will support and advocate for international students and English language learners at Sandburg and in the community by offering services and experiences such as field trips, academic support gatherings, workshops, fund raising, and community outreach. Open to any Sandburg students whose first language is not English, international students, and students interested in learning various cultures and languages.
Advisor: Kang Hee Hong | 309.341.5355 | khong@sandburg.edu
Advisor: Stefani Gillen | 309.341.5262 | sgillen@sandburg.edu
InterVarsity Christian Fellowship
The purpose of InterVarsity Christian Fellowship/USA is to establish and advance at colleges and universities witnessing communities of students and faculty who follow Jesus as Savior and Lord: growing in love for God, God’s Word, God’s people of every ethnicity and culture, and God’s purposes in the world. We welcome students into caring, diverse communities, where they can build friendships and explore Christian faith in the marketplace of ideas.
Advisor: Jeremie Kilgore | jeremie.kilgore@wearetheascent.church
Advisor: Tracy Engstrom | 309.341.5355 | tengstrom@sandburg.edu
Men of Distinction (MOD)
MOD continually strengthens the bonds between men, develops leaders through community service, while increasing cultural awareness both academically and socially on Carl Sandburg College's campus and throughout the community. MOD is a premier honorary organization focused primarily on building relationships with first- and second-year students to help them become successful throughout their college experience. This is an organization that stands for excellence, collaboration, integrity and respect.
Advisor: Anthony Law | 309.341.5439 | alaw@sandburg.edu
National Society of Leadership & Success (NSLS)
The NSLS is the nation’s largest leadership honor society. In addition to honoring excellence, the NSLS provides a step-by step accredited program for members to build their leadership skills. Upon completion of the program, members receive their leadership certificate and take their place among the top student leaders on their campus and across the country.
The NSLS exists to recognize, cultivate, and honor leaders while making a lasting, positive change in the world. We strive to help members discover and achieve their goals, and we provide real-world experience that helps ensure our members have the best opportunity to achieve success in their future.
Advisor: Genny Stevens | 309.341.5332 | nsls@sandburg.edu
Phi Theta Kappa
Phi Theta Kappa recognizes and encourages scholarships among two-year college students. To achieve this purpose, Phi Theta Kappa provides an opportunity for the development of leadership and service, for an intellectual climate for exchange of ideas and ideals, for lively fellowship for scholars, and for stimulation of interest in continuing academic excellence.
Phi Theta Kappa's mission is two-fold:
- Recognize and encourage the academic achievement of two-year college students.
- Provide opportunities for individual growth and development through participation in honors, leadership, service and fellowship programming.
Quills Writing Club
The Quills Writing Club (QWC) believes in the importance of creativity through writing, providing a creative space for individuals to express themselves through creative freedom, and a place for all those to come together to create, inspire and write.
Advisor: Sharon Trotter-Martin | 309.341.5358 | strotter-martin@sandburg.edu
Radiologic Technology Club
The Sandburg Society for Student Radiologic Technologists provides information for students interested in Radiologic Technology and discusses values for the betterment of society and the profession.
Advisor: Laura Rider | 309.341.5222 | lrider@sandburg.edu
Sandburg Tech Squad
The Sandburg Tech Squad's mission is to actively participate and promote knowledge and skills within the information communication technology field throughout our club activities. Members work to become leaders and set examples for the community as professionals in valuing our lifelong learning process while helping and providing services to the whole campus community.
Advisor: Dr. Suvineetha Herath | 309.341.5269 | sherath@sandburg.edu
Sigma Phi Sigma
The purpose and mission of Sigma Phi Sigma are to promote professionalism, knowledge and fellowship within the mortuary science profession.
Advisor: Tim Krause | 309.345.8501 | tkrause@sandburg.edu
SkillsUSA Carl Sandburg College
SkillsUSA empowers its members to become world-class workers, leaders, and responsible American citizens. We improve the quality of our nation's future skilled workforce through the development of SkillsUSA Framework skills that include personal, workplace, and technical skills grounded in academics. Any individual who is enrolled in credit courses at Carl Sandburg College can become a member.
Advisor: Kang Hee Hong | 309.341.5355 | khong@sandburg.edu
STEM Club
The purpose of STEM (Science, Technology, Engineering and Math) Club is to encourage students to be problem-solvers and critical thinkers using hands-on activities that are both fun and challenging.
Advisor: Dr. Suvineetha Herath | 309.341.5269 | sherath@sandburg.edu
Student American Dental Hygiene Association (SADHA)
The Student American Dental Hygiene Association's purpose is to cultivate, promote and sustain the art and science of dental hygiene, to represent and safeguard the common interest of the members of the dental hygiene profession, and to contribute toward the improvement of oral health of the public. Eligible students include those currently enrolled in the Carl Sandburg College Dental Hygiene program.
Advisor: Stacy Kosier | 309.344.2246 | skosier@sandburg.edu
Veterans Club
The purpose of the Veterans Club is to provide education and outreach for student veterans and military personnel here at Carl Sandburg College. It will offer a support system for student veterans and military personnel, and promote awareness of veteran issues.
Advisor: TBD - Veteran & Military Services | 309.341.5321 | gsherwood@sandburg.edu
Welding Club
The purpose of the Welding Club is to promote welding, fabrication and metal sculpture.
Advisor: Ian Milligan | 309.341.5477 | imilligan@sandburg.edu
Women of Character (WOC)
The purpose of WOC is to continually strengthen the bonds between women, develop leaders through community service, while increasing cultural awareness both academically and socially on Carl Sandburg College's campus and throughout the community. WOC is a premier honorary organization focused primarily on building relationships with first- and second-year students to help them become successful throughout their college experience. This is an organization that stands for excellence, collaboration, integrity and respect.
Advisor: Anthony Law | 309.341.5439 | alaw@sandburg.edu
Start your own student organization today!
If you want to get more involved on campus and haven't found a club that meets your needs, it's easy to start a new one. You may be surprised to learn how many others share your interests!
Benefits of registering a new organization:
- Access to campus facilities for meetings and events
- Assistance with publicity on campus
- Tools for fundraising and recruitment
Before you register:
- Check the current organizations tab to see if a similar club exists.
- Identify your leadership. Each club must have a roster of officers and one Sandburg employee advisor.
How to start a student organization at Carl Sandburg College
Application to start a new student organization
Constitution checklist for new student organizations
For more information about Student Organizations, email the coordinator of student life, or call 309.341.5332.
Whether you started a new organization or joined an existing club, there are things every student organization needs to do to manage itself and its members.
Student organization annual renewal
Student organizations at Sandburg are required to complete the annual renewal form each fall semester to remain active and be eligible for Student Government Association (SGA) funding. Forms can be submitted via email to the coordinator of student life and Advisor of SGA.
Student organization constitutions
Student organizations are required to have a constitution on file with the Office of Student Life to be eligible for SGA funding. Constitutions are meant to guide and govern the organization. For a list of what to include on your student organization's constitution, check out this helpful constitution checklist.
Student organization funding requests
Student organizations that have a current constitution and renewal form on file with the Office of Student Life are eligible to request funding from SGA to help support club activities for the academic year. For things such as larger events, supplies, conferences, etc., SGA awards funding requests throughout the academic year dependent upon funding availability at the time of the request. Student organizations must complete a funding request form, and submit it to SGA for review.
Student organization fundraisers: On campus
Student organizations are encouraged to initiate fundraisers on campus and in our community to support programs, causes and events. Successful fundraisers involve planning ahead, advertising, simple ideas and creativity. Here are some ideas for on-campus fundraisers:
- Activity nights
- Bake sales
- Bracelet sales
- Candy bar sales
- Car wash
- Face painting
- Raffles
- Rummage sales
- Talent showcase
- T-shirt sales
Student organization fundraisers: Off-campus/community
Before soliciting local businesses for any donations, student organizations must complete an external funding request form and have approval from the Foundation Office. Solicitations include, but are not limited to, goods or services for an event, monetary donations, coupon sales or bagging groceries/busing tables for tips. Contact the Foundation Office at 309.341.5349 with questions and for information about eligible businesses.
'Student Organization Handbook'
Refer to the Student Organization Handbook with any questions — from how to reserve a room for your meeting to how to have your event flyers printed on campus to sample meeting agendas.
Student organizations and Student Government Association (SGA)
Student organizations are encouraged to regularly send representatives to SGA meetings to be kept current on on-campus issues, funding and leadership opportunities. SGA governs all student organizations on campus and makes decisions that impact student organizations and their membership. Check the SGA page for the most up-to-date meeting times and Executive Board information.
Event planning
Strategic event planning can be the difference between an average event and a spectacular success. Building a solid strategy goes a long way toward carrying the initial excitement through to the big day.
- Appeal
- Who is your audience?
- What promotional items will attract your audience?
- Do the promotional items convey or reinforce the image of your event (i.e., fun, informational, dealing with controversial issues, entertaining)?
- Do they follow Carl Sandburg College branding to ensure consistency, awareness and brand recognition?
- Timing
- How much lead time do you have (for printing deadlines, etc.)? Submit your Marketing & Public Relations request form in plenty of time (preferably three weeks in advance).
- When should your publicity and/or advertising be released?
- Should it all go out at once?
- Should the information go out in phases?
- Location
- What are traffic patterns on and off campus?
- What would be easily accessible for your audience?
- Where is the best place for your audience to pay attention to your promotional materials?
- Information
- How much should be printed? How little?
- Is the information clear and accurate?
- Work with Marketing & Public Relations to take advantage of their expertise.
- People power
- Do you have a sufficient amount of individuals to work on publicity, promotion and advertising strategies?
- Who will put up publicity and when?
- Budget
- Do you have sufficient funds to cover promotional expenses?
- Will the projected response be worth the potential costs?
- Restrictions
- Are there any contractual restrictions imposed by a performer?
- Are there any campus promotion rules or regulations to consider?
Promotional materials
Make sure all of your promotional materials address these key questions:
- Who: Who is sponsoring the event?
- What: What is the event?
- Where: Where is the event?
- When: When is the event?
- Why: Why is this event important?
- How: How can others get more information?
Promoting your event
When your organization is ready to begin promoting your event, all materials (both electronic and paper) must be approved by Sandburg Marketing prior to distributing and posting on campus.
Complete a Marketing & Public Relations request form to submit any materials for review and approval, and request specific marketing services such as printing, social media and TV monitor postings and photography at your event. The Marketing team can provide further directions on specific formatting and file types needed for posting material online and on campus. Email Marketing & Public Relations for questions or more information.
Word of Mouth
Everyone in your organization should act as ambassadors to promote your event. Genuine excitement creates curiosity! Approach people in the Student Center, campus lounges or while walking to and from class. Can this be intimidating and/or uncomfortable? Sure, but if you are not excited about your event, how can you expect others to be excited enough about it to consider attending? Take a risk. Step out of your comfort zone.
Electronic promotion
An easy way to promote your event is to ask Sandburg Marketing to announce it online through campus social media platforms and through the TV monitors on campus. The process is easy if you plan ahead. Work with your advisor to fill out the Marketing & Public Relations request form. and submit it to the Marketing Department at least three weeks before your event.
Paper promotion
Your promotional material should look professional. Campus computers are equipped with tools like Microsoft Word and Publisher. Working with these programs is fairly simple with a little practice. Check with members of your club to find expertise in creating promotional materials. Remember to have others review your work to eliminate mistakes and to ensure no information has been forgotten before submitting your materials to Marketing for final approval.
- Posters
Creating posters with a visual appeal can grab the attention of others. With approval from Marketing, the use of bulletin boards around campus may be a great place to publicize your events. Email the Office of Student Life for more information.
- Table tents
You may wish to create table tents and place them in the Student Center, campus lounges and in other customer service areas on campus. Remember to get approval to place these items from both Marketing and the respective staff members of those areas.
- Flyers
Handbills and flyers may be useful to pass out as you talk to others about your event. These can even be left in the Student Center, campus lounges and in other customer service areas on campus where others can pick them up. Again, be sure to get approval from Marketing to print your handbills or flyers before distributing them on campus.
- Approval
Be sure to check with the respective staff ahead of time to get approval if you are leaving any items in any campus area. Make sure your printed material can remain until the date of your event. If you are leaving items in any of the lounge areas, talk to the Office of Student Life to make sure custodial staff does not throw out your publicity pieces when they clean each day. Check each location every few days to see if you need to replace your table tents and posters or replenish your handouts.