Event Planning & WUGO

As a student group leader, you are an essential part of bringing vibrant events and programs to life on campus. To ensure proper coordination and support, all student groups are required to submit details of their activities—including meetings, practices, socials, and more, through the WUGO platform. 

This process not only helps with logistical planning and resource allocation but also ensures your event aligns with university policies. By understanding the collaborative efforts involved, you will be better equipped to plan a successful and impactful experience for your group and the broader campus community. 

Student group event policies 

Before planning your event or program, start by reviewing the Student Group Policies—especially those related to events and programming. These guidelines outline important requirements around space reservations, safety protocols, budgeting, and promotional practices. Understanding these policies early on will help ensure your event runs smoothly and meets university expectations. 

Checklist for student group events and programs 

Planning a successful event or program starts with preparation and compliance. Here’s what every student group needs to know and do to stay on track. 

An event can be any programming your group does, ranging from general body meetings to lectures, competitions, panel discussions, social events, performances, exhibits, film showing or information sessions.  

All group events and programming must either be: 1) limited to group members as defined by the group’s constitution (which cannot exclude students interested in participation on the basis of protected classes), or 2) open to all current WashU graduate and professional students without restriction. 

The names and descriptions of all group events must be of a nature that suggest the event is open to all current WashU graduate and professional students unless the event is limited to group members as defined by the group’s constitution. 

Prepare a Budget 

Estimate all fees and charges for catering, decorations, DJ’s, security, etc. in advance and submit a budget as part of your semester budget request. 

Select a date 

The university calendar fills up quickly. The earlier you select dates for your signature events, the more lead time you will have to prepare and the more chance you will secure your desired venue. Try to avoid scheduling events during other large university events as this may lower the attendance at your event. Student group events are not scheduled during reading week or finals. 

Choose a venue 

There are several policies around space and facility usage. Graduate student groups are expected to abide by all applicable university policies. (See Policies section) Groups should familiarize themselves with the policies and procedures for use of university space and facilities so your event can run smoothly.  

On the Danforth Campus, Event Management maintains a list reservable spaces. Standard DUC spaces are available to graduate student groups at no charge; however there may be a cleaning fee.  

When determining an appropriate space for your event: 

• Select and reserve your venue at least 4-6 weeks in advance for larger events 

• Consider the type of space that would best fit the event (configurable meeting room, theater, outdoors) 

• Review rules associated with using the space and determine its availability on the desired date; individual room spaces may have additional guidelines, particularly when serving food, alcohol or large groups. There may be rental, setup and cleaning charges for rooms.  

• Understand the cost to reserve space and any associated cleaning, and set-up expenses. 

Note: A longer planning time is necessary for new or complex events or those with 100+ attendance, alcohol service, contracts, and/or new spaces and off-campus locations, which may require contact with other university offices, including WashU PD. 

Register the event on WUGO  

Your group is required to register your event on the WUGO platform for approval. Please submit the Event Planning Form online as soon as you have scheduled your event, at least 14 days prior to the event. Events that have not been fully approved in WUGO are not sanctioned by the university and may not be covered by university insurance. Additionally, events, programs or activities that have not been fully approved in WUGO may be denied the use of university funding to cover the costs of that event, program or activity. 

Promoting events  

Communications and materials promoting events and programming must clearly articulate if the event is limited to group members (as defined by the group’s constitution) or open to all current WashU graduate and professional students. To help clearly promote your event, the following language should be included on your marketing materials:  

“Audience: All current WashU graduate and professional students are welcome to join this event.” 

“Audience: This event is open to current [group name] members. For information on how to become a group member, please contact [group’s WashU email address] for more information.” 

Areas to promote your programming: 

• WUGO (required) 

• Calendars 

• MarComm calendar – WashU Happenings 

• Newsletters 

• Your own group distribution list or email 

• GPSC monthly events email – Graduate Student Group events submitted to the GPSC newsletter can be listed on the GPSC monthly events email. This is sent to 8,000+ graduate and professional student subscribers.  

• Social media 

• Make sure to share on Instagram with hashtag #washugradlife.  Also tag TGC with @washugradcenter. 

• Flyers 

WUGO resources for graduate & professional student groups

As a student group leader, you are an essential part of bringing vibrant events and programs to life on campus. To ensure proper coordination and support, all student groups are required to submit details of their activities—including meetings, practices, socials, and more—through the WUGO platform. 

This process not only helps with logistical planning and resource allocation but also ensures your event aligns with university policies. By understanding the collaborative efforts involved, you will be better equipped to plan a successful and impactful experience for your group and the broader campus community. 

Student group event policies 

Before planning your event or program, start by reviewing the Student Group Policies—especially those related to events and programming. These guidelines outline important requirements around space reservations, safety protocols, budgeting, and promotional practices. Understanding these policies early on will help ensure your event runs smoothly and meets university expectations. 

Keeping your student group’s WUGO page up to date is essential for visibility, engagement, and compliance. This guide is designed to help student group leaders learn how to effectively manage their group’s presence on WUGO—from updating officer information and uploading governing documents to promoting events and managing membership. 

Whether you are a new officer or just need a refresher, this page will walk you through the tools and best practices for maintaining a strong and accurate online presence for your organization. 

What is WUGO 

Washington University Group Organizer (WUGO) is WashU’s online hub for student involvement. The student group directory offers a year-round virtual student activities fair where students can explore and connect with the over 400 student groups on campus. Students can also check out what events are happening on campus, find leadership opportunities and volunteer experiences, as well as discover many other ways to get involved. The mobile version makes it even easier to get connected instantly. 

Benefits of using WUGO for student groups 

Keep all group information in one place: This information can include your constitution, rosters, listserv, documents, photos, election results, event calendar, and much more. 

Help ease the transition to new leadership: Because everything is in one place (including event history), executive members can pass information along easily. There is no need to pass on a login and password because everything is tied to the group and students login using their WUSTL key. 

Recruit new members: Students (particularly first year students) will be visiting WUGO regularly to maintain their involvement record and look for ways to get involved on campus. Make sure students can find out about your group, by getting it listed in the organization directory. 

What student groups can do with their WUGO page 

• Register events: This is the first step in hosting a virtual or in person event/meeting. 

• Manage the group roster: Keep an accurate roster for members and group leaders/executive members, invite new members to join, and easily remove graduated members or those no longer involved. Set WUGO management permissions based on positions held in the group. 

• Manage a group listserv: Send messages easily to all members, all exec members, or just members holding specific positions. As members join or leave the group, the listserv is automatically updated. 

• Track attendance at events: Track attendance by downloading the Presence Modern Campus (WUGO) app from the Apple Store or Google Play Store. Attendees and hosts will both need to have the app downloaded and sign in with their WUSTL key. Attendees will need to show their digital ID in from the menu. Hosts will need to select “Collect Attendance” from the menu. 

• Plan and advertise events: Use event registration to connect with various departments on campus to make sure you have a well-planned and safe event. Advertise campus wide events on the digital flyer board on the WUGO home page or events for your group on the group event calendar. Additionally, WUGO events will also display on the Student Success Event Hub as well as the Event Hubs for Graduate/Professional Students. 

• Store and share documents and photos. Make photos and documents easily accessible to your members. For each document or photo, you can decide if it is viewable by executive members, all members, all campus, or the general public. 

Guide to organization management 

Student Group leaders should begin with the “Useful Stuff” section on the main page of WUGO. This section provides comprehensive guidance on managing your group’s WUGO page. You will find detailed instructions and resources that cover various aspects such as updating your group’s profile, adding or removing members, posting events, and making announcements. Additionally, it includes important information to ensure that your group remains in compliance with university policies and regulations. By familiarizing yourself with these guidelines, you can effectively utilize WUGO to enhance communication, organization, and engagement within your student group. 

Take a few moments to watch this quick video on how to get started: 

Giving a member WUGO admin rights 

One of the most frequently asked questions we receive is: “How do I make someone a WUGO admin? 

If you need WUGO admin rights—or need to transfer them to another member of your student group—follow these steps. Admin access must be manually assigned by a current WUGO admin and is not automatically granted based on officer title or position. The current WUGO admin should follow these steps: 

1. Go to the “People” tab on your student group’s WUGO page. 

2. Search for the student’s name using the search bar. 

3. Once you find the correct person, click the three vertical dots (also known as the “meatballs menu”) to the right of their name. 

4. Select: 

• “Add User” – if the person is not yet part of your group. 

• “Edit” – if the person is already listed and you want to update their permissions. 

5. Click the “Add Role” button. 

6. In the pop-up, click “Add Role” again to begin assigning permissions. 

7. In the “Role” field, select “Organization Administrator” from the dropdown. 

8. In the “Organization” field, find and select your group’s name. 

9. Use the checkboxes to assign the appropriate permissions (e.g., manage events, edit roster, approve forms). 

10. Click SAVE to apply the changes. 

Video resource for granting WUGO admin rights 

Managing your student group roster on WUGO 

All student groups at Washington University in St. Louis are required to maintain an up-to-date roster on the Washington University Group Organizer (WUGO) platform. Keeping your roster current ensures effective communication, access to resources, and compliance with university policies. 

Here’s a quick guide for student group leaders on how to manage your roster as a WUGO admin: 

Steps to Manage Your Roster: 

1. Log In to WUGO: Admins need to log in to the WUGO platform using their university credentials. 

2. Access Your Group Page: Navigate to your specific student group’s page on WUGO. 

3. Manage Members: Locate the roster or members section on your group’s admin panel. This section allows you to add, remove, or update member information. 

4. Add New Members: Utilize the “Add Member” feature to include new members, making sure to enter accurate and complete information for each individual. 

5. Remove Former Members: Periodically review the member list and remove individuals who are no longer part of the group to maintain an accurate roster. 

6. Update Member Information: If current members have changes in their details, such as different roles within the group, edit their information accordingly. 

7. Set Permissions: Adjust the permissions of different members based on their roles, ensuring that only authorized individuals have administrative access to the group’s WUGO page. (NOTE: this must be done by a WUGO admin in the “People” tab) 

8. Save Changes: Always save any changes made to the roster to ensure the information is up-to-date. 

9. Compliance and Verification: Regularly verify the roster to ensure compliance with university requirements and to facilitate seamless group operations. 

Video resource for managing your roster 

Editing membership positions / roles 

Managing your student group’s roster and leadership roles in WUGO is essential for maintaining accurate records and ensuring the right people have access to important tools—like space reservations and event management. 

If you need to change someone’s position in your group or grant admin access, follow these steps: 

1. Go to your roster 

2. Scroll down to your Membership section 

• Ensure the member is listed as a member of your organization 

3. Locate the member that you want to promote to an executive position 

4. Click the pencil icon on the far right side of the line their name is on 

5. An “Edit Member” screen will pop up, select the dropdown menu and select the appropriate position title. 

Note: To have space requester privileges in Reserve A Space, a member must be listed as an officer in WUGO—specifically as President, Vice President, Treasurer, Secretary, or Committee Chair. Once assigned, WUGO will sync with Reserve A Space overnight, and access will be granted within 24 hours. 

Video resource for managing positions within your WUGO roster 

Registering your student group events and programs in WUGO 

All Student Union recognized, Campus Life recognized and Sorority and Fraternity student groups must complete an Event Registration in WUGO no less than 14 days in advance, or 30 days if minors (under 18) or international travel are involved. 

In addition to registering in WUGO, student groups must also submit an on-campus space request through Reserve-A-Space or directly to the department managing the intended space. Please note that space requests are not guaranteed and are only confirmed once reviewed and approved by the assigned event coordinator from Campus Life Event Management. 

Submitting your student group event / program registration in WUGO 

(to be completed by a WUGO admin) 

1. Log In to WUGO Admin Dashboard 

• Visit wugo.wustl.edu/admin and log in using your WUSTL Key credentials. 

2. Access Your Organization 

• From the dashboard, click on the menu (top-left). 

• Select “Organizations” and choose the group you are submitting the event for. 

3. Start a New Event 

• Within your organization’s page, look for the + button in the top left 

• Click “Create Event” to begin the submission. 

4. Fill Out the Event Form 

• Event Name 

• Date & Time 

• Location (on-campus or virtual) 

• Event Description 

• Target Audience (e.g., members-only, all students) 

• RSVP Settings (if applicable) 

• Event Category/Tags 

5. Submit for Approval 

• Once the form is complete, click “Submit” 

• Your Campus Life Advisor and multiple campus department reviewers will receive a notification to review the event. 

6. Wait for Confirmation 

• You will receive an email or notification once your event is approved or if edits are needed. 

What counts as an event, program, or activity? 

A program, event, or activity organized by a student group at Washington University is defined as any planned occasion or gathering involving one or more individuals that is initiated, hosted, or facilitated by the student group. 

Events, programs or activities may occur on or off campus and include, but are not limited to: 

1. General body or executive officer meetings 

2. Committee or subcommittee meetings 

3. Social gatherings 

4. Orientation events 

5. Workshops, education or training sessions 

6. Lectures, panels and speaker events 

7. Performance and showcases 

8. Movie, film, shows or documentary screenings 

9. Recruitment events 

10. Community service projects or volunteering 

11. Career and networking events 

12. Competitions, tryouts, auditions, call-backs, games, tournaments, and practices 

13. Fundraisers (including the sale of any goods) or awareness campaigns 

14. Retreats or conferences 

15. Tabling 

16. Virtual or hybrid workshops, trainings, socials, meetings or events 

17. Traveling off-campus 

Mobile app 

WUGO is powered by Modern Campus Involve platform. This includes the mobile app that you can download to your phone to keep up to date on student group events, manage your student group and check into events. 

Using the WUGO App to Check In Event Attendees 

If your student group is hosting an event or program, it’s important to track attendance accurately. The WUGO mobile app makes it easy to check in attendees in real time, helping you manage participation and report engagement. 

To learn how to use the app for event check-in, please follow the step-by-step instructions provided in this guide: 

Mobile App Event Check-In Instructions 

This resource will walk you through everything from setting up your event to scanning attendees at the door. 

Using the WUGO App as an Event Attendee 

Attending a student group event? The WUGO mobile app makes it easy to check in, stay connected, and explore upcoming events on campus. 

With the app, you can: 

• Check in quickly at events using your digital event pass or QR code 

• View event details and updates in real time 

• Track your involvement and attendance history 

• Discover new events hosted by student groups across campus 

To get started, download the Modern Campus Involve app from the App Store or Google Play, log in with your campus credentials, and explore what’s happening around you! 

Bluetooth swipers for mobile attendance collection 

Campus Life is excited to offer Student Groups the ability to check-out bluetooth swipers for attendance collection. The bluetooth swipers work in tandum with the WUGO App. This will allow student groups (hosts) to check in students by swiping their WashU student ID. Attendance will be seamlessly in your WUGO event! Swipe and scan existing WashU student ID cards via phones and tablets to create a extensive attendance collection network, powered by the Cloud. 

To check out the bluetooth swipers please reach complete the SU Card Swiper Reservation form in WUGO. Once submitted, the request will be routed to Student Union Vice President of Finance and Student Union Activities Committee Chair for processing and approval.