How To BYUSA: A Quick Reference for Volunteers

The Guide to BYUSA includes the organization Charter, supplemental materials expanding on the current implementation of the Charter, best practices, and historical references about the organization's creation and changes over time.

A directory of current SCL Center contacts can be found under the About Us tab at the top of this page. Or link directly HERE.

Since volunteers are BYUSA’s direct line to the student body, BYUSA volunteers need to be able to correctly explain what BYUSA is to the students they interact with.

Example: “Hi, I’m Dallin from BYUSA! We serve students on campus and are representatives of the students to the administration. We put on events and activities, host clubs all over campus that people can join, and bring up student issues to the administration. You can find out more in the BYUSA office, located in the Wilk, in room 3400.”

Some popular BYUSA events that they may be familiar with are:

• True Blue Foam 
• Clubs Night
• PEN Talks
• Brigham Awards
• Cougar Skate 
• Spookify the Y
• Battle of the Bands 
• Unforum 

When recruiting volunteers, collect their contact info and reach out to them personally. If you prefer, you may also send the volunteer’s info to the VP so they can recruit them. If these options don’t work, guide them to the Connections area to join the Cougs on Call list for day-of service opportunities and a tour of the BYUSA office.

Volunteer Experience (Day-of)

Day-of volunteers are very important to the success of our events. The better you plan and provide for your day-of volunteers, the better and smoother your event will be. We recommend that on the day of your event, you have a hard copy of volunteer roles, descriptions, shift times, and names. Because events get very busy very fast, you should consider assigning a volunteer coordinator who can check each volunteer in, train them, get them in their spots, and check on them throughout the night. Please pay attention to volunteer tasks and ensure that every volunteer is making an impact on the event. If possible, make sure to have a prayer with your volunteers before you begin each event.

Please remember that the experience you provide to your day-of volunteers can encourage or discourage them from volunteering again or joining a team. We want our day-of volunteers to have the best experience possible so they feel inspired to join and continue supporting BYUSA. They will become our future team leads, directors, and VPs.

BYUSA, along with the rest of campus, requires the use of Microsoft Office 365. To maximize our efficiency and communication, we utilize the following platforms.

Microsoft Teams

BYUSA has its own Microsoft Teams platform where you can find group chats for the leadership (directors only) and each team. Using Teams is very similar to using GroupMe, Slack, or text messaging. You may post announcements in group chats, react to and comment on messages, direct message people, and share files. To gain access to Teams, you must be added by the area coordinator.

Google Drive

The Connections area uses Google Drive to edit office files and facilitate collaboration. In the Connections folder, you can find individual folders for each team and director. Each team has folders for their events that contain their PACED documents, media hub workbooks, and other useful files related to each event. As you use Google Drive, please keep documents organized and within the appropriate folder. To gain editing access, please ask your director to add you. Click here to access Google Drive.

Microsoft Planner

Microsoft Planner is used to track event planning progress. Inside Planner, each event has its own bucket with tasks that can be assigned to people along with deadlines and reminders. Refer to the tasks in Planner for guidance on what to complete next while planning your event. Click here to join Planner!

Microsoft Outlook

You must use your BYU email when communicating with any member of the campus community. This is a campus policy and university employees may not respond to you if you contact them through anything but a BYU email. Along with that, any communication that involves a campus entity must CC the Area Assistant and the Area Coordinator.

BYU Box

Files from previous years can be accessed through BYU Box. You'll refer to these files as you plan and research budgets, decorations, manpower, and event logistics. Click here to access last year's events folder in Box.

Safety is a major priority in BYUSA. To ensure all events are safe and secure, the university requires certain training courses that you will need to complete before you can do any of the relevant activities. You can access all trainings by signing into byu.myabsorb.com/#/dashboard.

Here is a list of all the trainings you will need to complete for the year:

• PCI Training: This training is required to operate and perform any ticketing or transactions at BYUSA events. After performing this training, you will also need to be trained on how to order and use the iPads we use at our events. 
• Van Driving Training Program: This training is required for all volunteers to rent and operate any BYU vehicle. After completing this training you must send your certificate to your area coordinator to be signed and put in your box folder. They will require this document at the time of your vehicle pick-up. 
• Cougar Cash Training: This training is required to take Cougar Cash payments and access the website. You can find the videos in the linked box folder. Please watch all the videos and send your signed agreement to your area coordinator. 
• University Core Training (employees only) 
• Ladder Training (employees only) 

Each person in the office has different roles and responsibilities. Sometimes it can be confusing who to go to for what, what to expect from who, or what to do yourself, so this is here to help you!

Area Coordinator (Full-Time Employee)

• Oversee area (all volunteers and assistant) 
• Align the area with the mission and goals of the Student Connection and Leadership Center 
• Approve EAFs, Workbooks, and other things that require higher authority 
• Attends most events and is a first contact for emergencies 
• Attend weekly director meetings to see how to better support the area 

Area Assistant (Part-Time Employee)

• Work with campus entities (risk management, campus scheduling, vehicle rental, AV, catering and food-to-go) 
• Coordinate special approval (venue approval, making purchases too big for an EAF) 
• Create and publish surveys 
• Help volunteers and VPs (check on PACED documents, attend proposal and debrief meetings, help conduct area meetings, send reminders, help share documents, etc.) 

Vice Presidents (15 hours per week)

• Run volunteer trainings and work with coordinators and presidency 
• Meet one-on-one with directors 
• Run the executive meetings each week and create an agenda  
• Know what events are happening and attend most events, approve EAFs  
• Attends PACED meetings, and helps with event planning in the office (2-5 pm M-F) 
• Respond to all new volunteers 

Director Responsibilities (10 hours per week)

• Attend regular office hours from 3-5 PM every week 
• Recruit, train, and support program leads and committees 
• Delegate to and support volunteers in planning and tasks 
• Ensure PACED documents are completed by delegating pages to the team lead and volunteers 
• Work with VPs to create relatable opportunities for student engagement 
• Encourage teamwork, appreciation, and leadership for individual volunteer 
• Facilitate communication and maintain the team’s Microsoft Teams channel 

Team Leads and Team Members

• Team leads (3-5 hours per week): work alongside the director in determining how the team will run and delegate tasks, lead team meetings, and execute the event. 
• Team members (1-2 hours per week): Attend weekly meetings, support the team by performing your delegated tasks, and commit to the setup, execution, and clean-up of your team’s event. 

Cougs On Call

• Obtained through the Connections area (you’ll need to submit a Cougs On Call request to have a form sent out to their contact list) 
• Act as day-of event support 
• Expected to arrive on time and perform the tasks that have been assigned to them for the event (ie. hand stamping, food table, set-up and take down) 

Members of the BYUSA Presidency (including VPs) are required to be in the office from 2:00 pm to 5:00 pm (M-F). Directors are required and expected to be in the office from 3:00 pm to 5:00 pm (M-F). If you are unable to attend office hours during these specific times due to classes or work, please communicate with your Area Coordinator and VP to determine when you will make up the hours at a different time during the week.

Main Space
Conference Room
Interview Room
Back Space
Staging Space

When printing, please use the sharp printer located in the Creation Station. If you need to print over 50 sheets of paper at once, you will need to complete an EAF and have the Media Hub print for you. Depending on timing and cost, you may also have Cougar Creations print items for your event. If Cougar Creations is cheaper and/or faster, you are welcome to use them instead.

The door to the kitchen is locked at all times. However, the Connections Coordinator may pass along names to the office manager so that VPs and directors can be granted access using their student ID cards. After the WILK is closed, these cards will only open the office door; student cards will not work on other doors in the building.

Advertising can be difficult, as there are many rules and regulations we must adhere to. Here are some general reservation rules:

• Make your reservations ASAP. They fill up fast. You may reserve advertising for both the current and next semester.
• You may schedule each advertisement for a maximum of 2 weeks, with a 2 week break between reservations
• You can only have a max of 4 banners at a time.

Once you have reserved space and received your printed advertisements, you must deliver them to the correct places so they can be posted. Those locations are specific to the type of advertisement and are mentioned in the table below. Here are some general rules about dropping off advertisements:

• Drop off all advertisements to campus scheduling at least 2 days before your reservation date.
• Drop off all advertisements at the front desk at least 2 weeks before your event.
• Drop off all advertisements to On-campus housing at least 2 weeks before your event.
  
  • Heritage Halls: drop off at the front desk of the central building (building #1). You’ll need at least 1 tabloid per building, but they can take up to 3 per building (that’s anywhere from 16-48 tabloids in total).
  • Helaman Halls: drop off at the front desk of the Canon Center. You’ll need at least 1 tabloid per building, but they can take up to 3 per building (that’s anywhere from 9-27 tabloids in total).
  • International Student and Scholar Services Office: drop off a stack of quarter sheets to the front desk along with a couple flyers.
  • University Accessibility Office: drop off a stack of quarter sheets to the front desk. You may also pin one 11x17 tabloid under the counter at the front desk.
• If you will not be able to deliver your advertisements on time, please communicate with the person you are giving them to. 

Advertisements created by the media hub can be digitally formatted and emailed to buildings across campus to be featured on their TV screens. The proper contact info, deadline information, and dimensions are listed below. (Updated June 2024)

Marketing workbooks can be found in your event folders in your Google Drive folders. This will need to be filled out to the best of your abilities, and signed off by an Area Coordinator before your first meeting about your media with whatever Marketing employee you need (graphic design, photo/video, website changes, etc). Then you will follow the instructions on the Workbook Process Page to get your physical signage.

Let your Area Assistant or VP know if you have any questions about this process, we are here to advocate for you and your vision for your signage and media for your event.

A marketing workbook can help you request:

• Paper advertisements such as banners, flyers, posters, etc.
• Instagram posts and reels
• Videos and photoshoots
• Event signage (Make sure to include this in your workbook) including:
  
  • Entrance and exit signs
  • Not an exit/entrance signs
  • Payment method signs
  • Rules and regulations
• Any other relevant information that would help with the flow of your event

If you are planning to create your own media (film or photograph) for your advertisements, please plan ahead of time. You will need to schedule a photoshoot with the marketing employees as well as anyone you plan to have in the media. This includes any volunteers, campus scheduling, or other entities (such as Cosmo).

Printing Costs

sclaccounting@byu.edu

The Accounting cubicle is located in the back of the BYUSA office. All purchases must be approved by a VP and coordinator before being submitted to accounting via EAFs. Make sure to plan in advance when making purchases, as accounting can get very busy as they work through every area’s purchases.

An EAF must be completed for every purchase made for any BYU event. They create a paper trail of purchases that help BYU employees track typical event expenditures and purchase purposes. Here are some important things to know about EAF’s:

• You must complete a separate EAF for each seller or provider. You cannot include items from different locations on a single form (ie. Walmart and Costco). For example, all items being purchased from Costco must be on the same form and all items from Walmart must be on their own form.
• EAFs must be submitted at least 1 week before you intend to purchase the items. If you intend to make a purchase in less than 3 days, you must obtain a signature from the coordinator to rush the approval of your EAF. If you need a last-minute purchase, you will be required to get the signature of the SCLC Director or Assistant Director.
• Make sure to provide extensive detail when explaining the purpose, quantity, and name of your items (especially if they are being purchased online).
• To submit an EAF, have it signed by your VP and Coordinator and leave it in the accounting box (hanging on the side of the cubicle). Once an EAF has been approved, it will appear in the Connections area EAF box. Once you have received your approved EAF, please hole punch it and put it in the EAF binder for safe keeping.
• You will be extensively trained on how to fill out an EAF. If you have any questions, please ask your VP and Area Assistant (as they are extremely familiar with EAFs and the purchasing process) You’ll find an example of how to fill out an EAF properly below.

Click here for a SAMPLE EAF.

Campus entities such as AV, Grounds and Physical Facilities, or Custodial will invoice the area directly. You should still get a quote from them beforehand and submit an EAF, but leave payment up to accounting and the area assistant. Campus entities take a while to process payment.

To make a purchase, you’ll need to check out a card by doing the following:

1. Bring the appropriate approved EAF (from the EAF box or binder) AND your BYU ID to the accounting desk.

2. Tell them you want to check out a card. If they ask to see your EAF, show it to them. They need to verify the event account and which cards you can purchase from for that specific event.

3. Trade your BYU ID sign for a credit card. Accounting will hold onto your ID until you return the card that you checked out.

4. Make your purchase and get an itemized receipt!! (See purchasing information for Costco and Amazon below…they’re special.)

5. Bring Accounting a physical copy of your receipt from the purchase or an itemized receipt once the purchase goes through!! You can email digital copies to sclaccounting@byu.edu

A few things to remember:

• These are sacred BYU and Church funds. Please respect that you have been entrusted with these cards and BYU’s money to be able to create and plan incredible events for the student body.
• BYU is tax-exempt, sometimes you’ll need to tell the cashier.
• All caterers and vendors must be BYU Approved.
• If you are the one who checked the card out, you MUST be the one who uses it AND returns it. It is important that you don’t pass the card to someone else to complete the purchase in the case that you are the one who checked it out. Once you return the card, you will get your ID card back.

Costo: Costco does not accept anything other than Visa cards. Double-check that you have a Visa card before you leave the school. Never purchase from Costco online or through Costco Business Center, BYUSA does not have the required accounts for that. To purchase from Costco, follow these steps:

1. Obtain a Visa card from Accounting.
2. Enter through the exit portal and head to the customer service desk.
3. Let the attendant know you are from BYU and you need their Costco membership card.
4. Once you have the membership card, exit again and enter through the entrance portal.
5. After gathering your items, head to an in-person check out and hand the person your Costco card. Remind them that you are from BYU and are tax-exempt. They will find the tax-exempt number on the back of the Costco membership card.
6. Retrieve an itemized receipt.
7. Return the Costco membership card to the customer service desk before you leave!

Amazon: As a volunteer, you cannot make purchases online. Please send direct links to the items you wish to order to your area coordinator, as well as quantity information, so they can sign in using the BYU account and complete the purchase.

For any unapproved caterers or vendors, you’ll need to get them approved through the following contracting process. Please start this process at least 3 weeks before you plan to make the purchase. IC approvals expire every year and must be renewed if you plan to use them again. Seek help from your area assistant or coordinator if you need it. You may also consult BYU’s Independent Contractor Preapproval Manual.

Please be aware that purchases over $3,500 must go through a purchasing agent at BYU purchasing rather than your office supervisor. These transactions must be completed through PaymentWorks rather than Fast Track.

Here is a brief overview of the approval process:

1. Before engaging an independent contractor (IC), go to icapproval.byu.edu and click “New Request.”
2. Search for the name of the individual or business. If they are already in the system, select them, if not, click “Application for New Contractor.”
3. Enter or verify the individual or business’s contact information and answer the provided questions about the engagement. You may then upload a W‐9 and submit the request.
4. The request is then reviewed by Compensation, the Tax Office, and Risk Management. If initial approval to be an IC is granted, then your department can now reach out to purchasing to set them up in Purchasing’s system. If approval is not granted alternate routes of payment will be suggested.
5. After entering the supplier number provided to you by Purchasing, you will be given a contract template. Upload filled‐out and signed contract.
6. Once submitted, your request will go through one final review. After final approval you will receive an ICTAN.
7. That ICTAN can then be used to submit payment request(s) via purchasing’s systems (Fast Track or Purchase Order). For each new engagement, a new ICTAN will be needed. More detailed instructions for using the portal can be found at icapproval.byu.edu/instructions

A flowchart to guide you through the approval process can be found HERE.

Financial Services Office (BYU)

The financial services office provides iPads, scanners, and chip readers for all ticketed BYU events. Be aware that we are charged fees for any credit card payments we take.

Ipad Requests

• Group Name
• Name of Contact(s) picking up the equipment
• Dates iPad is needed
• GL Number (Operating Unit, Account, Class) If you are unsure of your GL number, please contact your controller for this information.
• Number of iPads needed
• Will payments be done on or off campus (possible tax compliance needs)

After you have done this, Mobile CC will send you a form to complete as well as help you set up a pickup time. Their office can be found in the administration building A-153 ASB. When picking up the iPads, make sure everything is inside the case (iPad, charger cable, charging block, square card scanner, tap/chip device). Passcodes to the device are posted inside the case.

Be sure to charge the iPads, laptops, and chip readers (any electronic) before your event. They don’t always come fully charged.

To return the iPads, make sure everything is back inside the case and drop them off at your previously set drop-off time.

Tickets Sale Procedures

• Pre-Paid: Tickets are purchased online beforehand. People who have previously purchased tickets must show their confirmation emails at check-in. See the BYU Ticketing section.
• Cougar Cash: To sell tickets through Cougar Cash, you will need to check out laptops from the front desk and take the card scanners from the Connections area. You’ll need to log in to the Cougar Cash website and set the default payment amount. Once you have scanned a card, the transaction will go through.
• Credit/Debit: To sell tickets through credit/debit, you’ll need to use the iPads and scanners that have been provided to you by the financial services center.

Refunds

BYU Ticketing

To avoid mass miscommunication, large amounts of refunds, and inaccurate attendance counts, please test your purchasing form online, multiple times. We recommend that you begin this process at least 1 month before you plan to open sales. 

Online Ticketing Request Form

• If you plan to sell tickets in pairs, be very clear in your form description how the pricing will work. People don’t always understand how many to buy if they don’t understand that a “couples ticket” comes with two tickets.
• Your area coordinator will be able to obtain a list of pre-paid attendees to use at your check-in table for events.
• We recommend opening sales 2 weeks before your event when you begin advertising to campus. Make sure to include a QR code to your ticket link on your advertisements!

An example of an Online Ticketing Request Form can be found HERE.

Please be aware that purchases over $3,500 must go through a purchasing agent at BYU purchasing rather than your office supervisor. These transactions must be completed through PaymentWorks rather than Fast Track.

• Obtain a copy of the venue’s contract and send it to risk management. They will look over the contract and send it back with their edits. They may ask for a copy of the venue’s insurance or for you to send the contract to legal counsel (Stephen Craig).
• Once you have received the edits, send them to the venue to make the changes. Once these changes are complete, you may sign it.
• To get a venue paid you will need to fill out an EAF and get them set up with a vendor ID. For purchases under $3,500 you may use fast track (Emily). For purchases over $3,500, you will need to involve the accounting controller (Vaughn Johnson) and a purchasing agent (Tyler Hansen) from BYU purchasing and travel.
• For purchases over $3,500, send the contract and account number from your EAF to the accounting controller to get set up in Y-Marketplace. Once that is done, the vendor can expect to receive a request to set up an account from Payment Works. This requires their EIN and W-9.
• For purchases under 3,500, you can expect the transaction to be finished through fast track by Emily. Make sure to stay on top of this process so that things don’t get lost.

Food to Go: 801-422-5001 and foodtogo@byu.edu
BYU Dining: 801-422-2571 and catering@byu.edu

It is easiest to get food and drinks for events from Food To Go or BYU Dining because they will always adhere to risk management rules. Here’s some important things to know about Food To Go and dining:

• To view the menus go to:
  
  • Food To Go: https://dining.byu.edu/food-to-go/menu
  • Dining: https://dining.byu.edu/catering-menu
• For most activities, we will order ice water thermoses from Food To Go. They must be emptied and returned to Food To Go during open hours or you should schedule them to deliver and pick up for an extra charge.
• Make sure your food adheres to all Risk Management policies (as seen in the Risk Management section)
• If you serve food at an event, you will need to check out a hand-washing kit from the front desk.

Click HERE for a guide to help you determine what food requirements will apply to your particular experience.

BYU has a series of food policies that you must be aware of and adhere to during every event:

• Only Coke products can be distributed on campus, including water. To be safe, we recommend purchasing drinks from BYU Food to Go because they only distribute Coke products.
• When over 20 people attend an event, you need to use an approved caterer or serve pre-packaged or individually portioned foods.
• Pizza from any vendor is approved.
• All unapproved caterers must be approved (See New Independent Contractor Process below for off-campus and unapproved vendors). If you simply plan to have a vendor deliver or are doing pick-up, you do not need to get them approved. Click here to see BYU-approved caterers: BYU Approved Caterers
• You cannot have red drinks in the Garden Court. This is to avoid staining the “Y” carpet.
• Please always plan for food allergies, such as gluten, when acquiring food and drink for events.

801-422-4071 and av_productions@byu.edu

AV Productions provides sound amplification, lights, TVs, and more for any event on campus. We recommend you start working with them as soon as possible to leave time for meetings and coordination. Here is some important information to know when working with AV:

• Send an email to AV Productions and If you have not received a response from AV production, please talk with the area assistant and they will put you in contact with Ron Ralston.
• Make sure to get a price quote from Ron via email (student employees are not allowed to give price quotes). You will need this information to fill out an EAF. Check-in with AV frequently, as they are very busy and provide services for every production on campus.
• Something the student directors may request is Production Notes (for events like Unforum, Sweetheart Swing, etc.) that way they know what is happening and when. Production Notes provide specific details and timing for the show, much like a script.
• Send an email to verify that AV will be at your event at least one week in advance. You may even want to get the contact information of the person manning the equipment so you can quickly contact them during the event.
• AV is willing to do dress rehearsals, which is something to consider if you think you’ll need one for your event. If you plan to hold a dress rehearsal, please check that you have the proper spaces reserved with Campus Scheduling.
• If you have an extra budget, plan to get food for AV for events that go over meal times. They are pretty reliable on event days so make sure to be grateful for the services they do for you.

(801) 422-3134 or scheduling@byu.edu

We work with campus scheduling to reserve space for every on-campus event. The spaces for each event will have been booked by the Area Coordinator the previous summer, so you shouldn’t have to worry about scheduling space for your event. However, you will need to work with campus scheduling if you need certain items and services for your events in the Wilkinson Center like chairs, tables, microphones, trash cans, a piano, a podium, etc. Here are some important things to know about Campus Scheduling:

• Whenever you plan to talk to campus scheduling about your reservation, bring the confirmation number for your booking.
• To schedule additional spaces, you’ll just need your BYU Net ID, your ID number, and your full name.
• For more Equipment Information: https://scheduling.byu.edu/equipment-information. You can also refer to their website for specific decoration instructions and regulations, temporary exterior signage (which is reserved through them), etc.
• Events cannot be scheduled for Monday and usually for Tuesday evenings (due to FHE)
• Directors may book a room in the WILK for weekly team meetings
• Overall procedures and regulations: https://policy.byu.edu/view/scheduling-and-use-of-byu-facilities-procedures?s=s1042

For any questions on how to work with Campus Scheduling, ask your VP or Area Assistant.

General: 801-422-5500 https://pf.byu.edu/wo/request
Grounds: 801-422-5510
Greenhouse and Events: 801-422-5509
Electrical: 801-422-5533

Physical Facilities handles the design, construction, and maintenance of all buildings, roads, utilities, and grounds on the BYU campus. We rely on their services for vehicle rentals, outdoor event setups, noonday tents, and more. This section explains the different ways to work with Physical Facilities.

Work Order Request Forms

To get additional help, ask your area assistant who the right people to contact would be. Click HERE for a guide from BYU Greenhouse & Events describing the services they provide, as well as how to obtain them.

Vehicle Office: 801-422-5544 or PPMO

Vehicle Request Form

To request a vehicle on behalf of BYUSA, you must be van-driving certified, with your certificate signed by the Area Coordinator. This certification expires after four years. When filling out the Vehicle Rental Request, have your Event Account number ready, which can be found at the bottom of any event EAFs or obtained from Accounting or the VP.

● Vehicle Rental Request Form: https://pf.byu.edu/vehicle-rental/request

● You’ll need to fill out an EAF to rent the vehicle as well, rental rates can be found here: https://pf.byu.edu/vehicle-rental/rate

Picking Up and Returning Vehicles

Here are the procedures for returning any rental vehicle, referencing this MAP:

● During office hours: Return to the spot you picked up from (circled in red) and leave keys with the front desk.

● After office hours: Return to the A-lot across the street from the pick-up location (circled in blue) and leave keys in the drop box on the fence.

● In the event that the A-lot is full after office hours: Find the nearest A-lot (circled in yellow) and return the keys to the drop box in the return location (circled in blue). If you believe the office may have a hard time finding your vehicle, send them an email or give them a call during office hours.

(801) 422-4468 and risk_mgmt@byu.edu

We work with Risk Management for (almost) all of our events. They analyze the logistics of an event to ensure all attendees, property, and equipment will be safe. If you aren’t sure about something you plan to include at an event, email risk and get confirmation from them. Here are some important things to know about working with risk management:

Event Approval

You must implement any and all requirements that risk management sends you, whether you think it is necessary or not.

Waivers

Once the event is complete, you’ll need to physically return the waivers to the Risk Management building south of campus. For smaller events, you may request electronic waivers to distribute instead of physical copies.

Custodial provides all the building support and manpower behind the setup of our events. When scheduled ahead of time (through campus scheduling), they will set up your chairs, tables, fans, etc. You can also rent certain items from custodial to help with the setup of your event such as carts and ladders.

Carts

Ladders

*Only BYU employees are allowed to use ladders and must be Ladder Safety certified via the BYU Training Portal to use the ladders*

Event Clean-Up

Event Emergencies

(10-12 weeks out)

The proposal phase consists of brainstorming, planning, and communicating your intentions for the next 10 weeks. Here are some things you will need to decide during this phase as seen in the ‘Proposal’ portion of your PACED document:

• Attendance goal 

• Event name and theme 

• Date, time, location (these should already be in your PACED doc for you) 

• Budget (you’ll be given an overall budget, but it’s up to you how to allocate those funds) 

• Overall goals and how the event fulfills the BYUSA mission, vision, and values 

• A rough idea of caterers, especially if you plan to have an unapproved caterer 

• How many volunteers you think you’ll need to plan and execute the event 

To finish this phase, you will need to complete the entire 'Proposal' portion of your PACED document and schedule a proposal meeting with the area assistant. During this meeting, you will review your plan with the VP, area coordinator, and assistant.

(8-10 weeks out)

The Analysis phase is meant to prepare you for the carry-out phase. Thoroughly document information in your PACED document, as it will be essential later. Here are some things you will need to prepare during the analysis phase:

• Items you intend to buy as well as their prices and quantities 

• Services or campus entities you intend to purchase from and how much they cost 

• Document in-depth event details and confirm the scheduling of event spaces 

• Contingency and safety plans 

• Intentions for your event survey 

• Complete media hub workbook (intentions for advertising) 

• Determine which camps entities you will be working with and what forms you need to fill out 

• Begin planning week-of and day-of tasks for executing your event 

(2-8 weeks out)

For the majority of the planning process, you will be in the Carry-Out phase. In this phase you will execute the tasks you outlined in your analysis phase. Please ensure you have completed both the Analysis and Carry-Out pages of the PACED document before moving on from this phase. Some things you will need to complete during this phase include:

• Submitting your media hub workbook and scheduling your first round consultations (remember this process takes 8 weeks at minimum). Make sure you are keeping track of where you are in this process, as the media hub gets really busy with how many projects they are juggling. (See Media Hub section) 

• Submitting EAFs and purchasing items after they have been approved. Including event and volunteer food, decorations, and other items. (See Accounting section) 

• Reserve items from the tunnel (See Front Desk section) 

• Submit online ticketing requests if you plan to sell tickets online. You can get this form from your area coordinator or assistant. 

• Complete required contracting processes (See New Independent Contractor Process section) 

• Submit proper campus entity forms (See Risk Management section, Campus Scheduling section, Physical Facilities section) 

• Distribute advertisements once they have been printed or completed (See Media Hub section) 

• Book any catering or entertainment 

(2 weeks out)

This phase is meant to prepare you for the day of your event. Make sure you have completed all pages in the PACED document up to this point. Here are some things you will need to complete and double-check during this phase:

• Create and distribute a volunteer sign-up or submit a blue crew request 

• Complete your detailed schedule and assign tasks to volunteers (it is helpful if you have these printed out, explaining to each volunteer where they need to be and what they need to be doing) 

• Complete your survey consultation with your area assistant 

• Print out any waivers or documents you will need for the event 

• Confirm your event signage is ready to go 

• If you haven’t yet, distribute your advertisements 

• Confirm all items you have ordered from the front desk, especially those that will be used for ticketing 

(1-2 weeks after)

The Debrief phase takes place after your event. Take a deep breath, it’s over! This phase is important to the future of BYUSA as we compose data and observations from each event to be used in the following years. At this point, your entire PACED document needs to be filled out, including the debrief section. To complete this phase you will need to schedule a debrief meeting with your area assistant. In this meeting, you will meet with your VP, coordinator, and area assistant to review the job you’ve done. Here are the things you’ll need to complete before you are all the way done:

• Schedule and attend your debrief meeting where you will review your PACED document and survey results 

• Calculate total volunteer hours 

• Create a list of do’s and don’ts for next year (in PACED) 

• Review how you did on your budget  

• Leave all important and helpful documents, including your advertisement, in your box folder