Any organization planning an event that represents the Mason School of Business, the MBAA, or the MBA Program must work with the MBA Program Office. All events should follow the event planning procedure even if they are not being held in Miller Hall.
Step 1: Event Funding & MBAA Approval
If the event is an MBAA approved and budgeted event, the MBAA will provide funding. All clubs or committees must submit an event budget proposal to the MBAA before the start of the semester. The MBAA will notify the event organizer of the MBAA’s funding decision.
Other groups on the W&M campus (for example, Student Activities, Center for Student Diversity, and the Reves Center for International Studies) may provide alternative sources of additional funding. Please contact organizations directly to determine if additional funding is available.
Step 2: Event Policies & ProceduresYou are responsible for ensuring that your event abides by university policies and procedures. Please review the following information carefully.
Step 3: Scheduling Your Event
Communication with MBA Program Office is critical to ensuring that your event is scheduled successfully. Events must be submitted 1 month prior to your proposed event date. Please use the following checklist:
Please note that events are not officially scheduled nor are room reservation valid until the event is approved on the W&M MBA Events Calendar.
Step 4: Select a Speaker (optional)
Speakers for events can come from a variety of sources:
Most speakers respond best when given a choice of available dates. If the speaker has a very tight schedule, the speaker may give you dates. Always ask for more than one possible date/time.
Step 5: Event Management
All aspects of your event are your responsibility.
Ordering Food (optional)
The person(s) organizing an event is responsible for the arrangements of all food and drinks served at the event. For all MBAA approved and budgeted events, food, drinks, and supplies (plates, cups, utensils, etc.) may be paid in advance by the MBAA if a vendor’s invoice is provided to the MBAA treasurer at least 72 hours before an event. Otherwise, the organizer should pay and submit a reimbursement request along with the original receipts to the MBAA for reimbursement within 60 days of the event. Please note that MBA Program Office does not provide food or drinks.
Serving Alcohol at Events
All student events held on campus that serve alcohol must:
Failure to comply with College alcohol policies can result in the revocation of your club status.
Terms or illustrations descriptive of alcoholic beverages or which encourage or promote the consumption of alcoholic beverages (including but not limited to “cocktails,” “happy hours,” “BEvERages”) are prohibited.
We strongly recommend sending event invitations to students via email and/or newsletter. The MBA Program can assist in putting an event invitation on the television screens displayed throughout the building.
RSVP & Sign-In Lists
RSVPs for MBAA club and committee events may be collected online through Qualtrics or through a Google Drive document..
The organizer of an MBAA approved event should have a sign-in sheet at all events. Please provide a copy of the final sign in sheet to the MBAA Internal Vice President.
Guest Speaker Hospitality
The event organizer is responsible for formatting & printing name tags, programs, and tent cards, if needed, for the event. The paper for name tags and tent cards is available from the MBA Program office. Programs can be printed at the Swem Library Print Shop.
Event Set Up
The MBA Program Office is available to provide:
Please contact the MBA Program Office if you have any questions regarding the event planning process.