To book a room on campus, you must go through the Event Management Office. They are located in Madison Union 245. They can be reached by phone at (540) 568-6330. Up to 2 members of your organization can become Nuts & Bolts certified through the Event Management/Scheduling office; this certification allows those members to reserve rooms on campus. Club officers should also be familiar will all the Event Management policies. Only recognized organizations can reserve space.
There is a free resource for Student Organizations to help you promote your club’s events called the Club House. There are numerous supplies such as poster board, banner paper, paint, a copier, computers, glitter paint, button machines, etc. The Club House is located on the second floor of Madison Union (upstairs from TDU) and is available to any organization that is recognized by Student Activities & Involvement.
Other forms of advertising include bulk emails, mailbox stuffing, Grafton-Stovall movie slides, posted flyers, Kiosk advertising, The Breeze, Potty Mouth, chalking, info tables, sandwich boards, and table tents. Information about how to publicize in these ways can be found on the Event Management website.
Students should also be familiar with JMU Policy 3104 regarding public posting. Organizations found in violation of this policy may lose privileges, such as room reservations or Club House use.
Whenever you sell/give away merchandise on campus (ex. t-shirts, stickers, CD’s), your club is required to gain approval from Student Activities & Involvement. This approval must be gained before making ANY and ALL merchandise, regardless of the purpose or if it will be sold. To receive approval, simply fill out the Merchandise Approval Form and turn it into Student Activities & Involvement for the appropriate signatures. Please allow up to 10 days for approval.
If you plan to use the JMU name / logo / mascot / landmarks / etc. on your merchandise, please note that these items are trademarked. In order to use a trademarked item, you’ll need additional approval and you must utilize a licensed vendor. A licensed vendor is a company that has gained approval from JMU to print these trademarks. The list of approved vendors changes regularly; for the most updated list please check our Local Vendor List.
Off Campus Events
If you are traveling off-campus with your club, there are some greater risks involved. Here are some forms that you can use as templates for such occasions:
- SAMPLE Student Assumption of Risk Certificate
- SAMPLE Statement of Proposed Activities and Risk
- SAMPLE Emergency Contact Form
These forms are not required by our office and do not need to be submitted, but instead are here as resources to protect your organization in case of emergency and are highly recommended. Please contact Student Activities & Involvement (firstname.lastname@example.org; 540-568-8157) if you have any questions.
Please do not sign any major contracts, as you can be found individually responsible for paying the amount due. Student Activities & Involvement can review and sign major contracts for your club per JMU Policy 4101: Contractual Agreements: Student Clubs and Organizations.
Contracts must be brought to Student Activities & Involvement prior to it being signed by performer. Staff in Student Activities will prepare contract by striking necessary clauses and/or attaching the JMU Addendum and a W-9. Student groups will be notified that they can pick up the contract and must mail it to the performer and get and ORIGINAL SIGNATURE IN BLUE INK. After the performer or agent has signed contract, students must bring back contract to Student Activities & Involvement for final signatures and then the contracts will be signed within 3-5 business days and groups notified to pick it up. Groups must mail a fully executed contract to performers/agent once all signatures have been obtained. This whole process can take up to two weeks.