Event Guidelines

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.

Event and program registration

All student groups are required to submit their planned programs, events, and activities through WUGO no later than 14 days prior to the scheduled date.

Note: Events or programs involving minors or international travel require a minimum of 30 days. See the student group policies page for additional details.

This advance submission ensures proper review, approval, and support from the appropriate university departments. Timely registration also helps promote events effectively and ensures compliance with university policies and procedures.

Keep in mind that several university departments may need to review and approve your event, depending on its scope and details. To avoid delays and ensure a smooth approval process, student groups are strongly encouraged to submit their event registrations well in advance of the 14-day minimum requirement.

Reserving space on campus

If student groups plan to host meetings or events on the Danforth campus, it’s important to review the Campus Life Event Management website and the student group policies.

Student Union-recognized groups (Category I, II, or III) may request space through Reserve a Space. If your student group does not appear in the system, please update your roster in WUGO. Only officers listed in WUGO will have access to submit space requests. Once updated, changes will sync with Reserve a Space within 24 hours.

Please note: Submitting a space request does not register your event in WUGO. All student group programs, events, and activities must be registered separately in WUGO, as outlined in the student group policies.

Budgeting for your event or program

Every student group is required to have a treasurer to manage its finances. When planning events or programs, it’s essential to stay within your allocated Student Union budget. Here is a simple budgeting tool to plan responsibly, track expenses, and keep your group informed and financially healthy.

Contracts and Forms

Occasionally, student groups may need to complete a contract or specific form when planning an event or program. To ensure you’re following the correct procedures, be sure to review the Contracts, Forms, and Resources page, where you will find the necessary policies, steps, and support materials.

Every recognized student group has an assigned Campus Life Advisor. All contracts and agreements must be provided to and signed by your Campus Life Advisor who will walk you through the necessary steps for the review and signature of the contract/agreement. 

Events, programs, or activities with minors

Washington University is committed to maintaining a safe and supportive environment for all members of its community, including visitors. Student groups planning to engage with minors—whether on-campus, off-campus, or virtually—are required to comply with the university’s Youth Protection Program and policies. This ensures that all activities involving minors are conducted responsibly and in alignment with university policies.

Before your student group begins the planning process for any event, program, or activity that may involve a minor, you should connect with your Campus Life Advisor or email the Youth Protection Committee with questions.