Events Advisory Council

Description

• Membership

  Position and Term Length	Name	Term Expires
  Coordinator of Campus Events & Programs	Honey Svoboda, Chairperson	*
  Student Involvement Services Representative	Leah M Cassellia	*
  Schaeffer Auditorium Representative	Ross Mathers	*
  Registrar's Office Representative	Amy Walton	*
  At-Large Faculty Representative** (2 years)	Juliana Svistova	8/2026
  College of Visual & Performing Arts Representative** (2 years)	Michael Covello	8/2026
  Office of Residence Life Representative	Kaili Soisson	*
  Athletics Department Representative	Michelle Gober	*
  Director of Recreational Services; ex-officio	Amy K. Sandt	*
  Director of KU Presents; ex-officio	Deborah Justice	*
  Chief of Police; ex-officio	David Drezek	*
  McFarland Student Union Building Operations Representative; ex-officio	Amanda Garcia	*
  Student Representative from Student Government Board	Brenna McGowan	8/2026

  * Indefinite Term of Office
  ** Appointed by Committee on Committees

• Mission & Bylaws

  MISSION

  In support of the University’s mission, the EVENTS ADVISORY COUNCIL makes recommendations
  for policies and guidelines for the scheduling of all events/activities in the University-wide
  reservation system. Each spring, through the early registration process, the council reviews
  reservation requests for and oversees the approval process of the schedule of events for the
  following year.
  
  The Events Advisory Council reports to the University Senate.

  BYLAWS

  1. COMPOSITION AND TERMS OF APPOINTMENT

     1. Composition
        • Coordinator of Campus Events & Programs (Chairperson)
        • Faculty Representative from College of Visual and Performing Arts, Appointed by the Committee on Committees
        • Faculty Representative At Large, Appointed by the Committee on Committees
        • Representative from Student Involvement
        • Representative from Residence Life
        • Representative from Athletics Department
        • Representative from Registrar’s Office
        • Representative from Schaeffer Auditorium
        • Student Representative from Student Government Board
        • Representative of the McFarland Student Union Building Operations
        • Director of KU Presents
        • Director of Recreational Services
        • Chief of Police 
     2. Terms of Appointment
        • The following membership appointments will have indefinite terms on the Event Advisory Council:
          • Coordinator of Campus Events & Programs
          • Representative from Student Involvement
          • Representative from Residence Life
          • Representative from Athletics Department
          • Representative from Registrar’s Office
          • Representative from Schaeffer Auditorium
        • Faculty Representative At-Large and the Representative from Visual and Performing Arts will serve for staggered 2-year terms. This representative is appointed by the Committee on Committees through the University Senate.
        • Student Representative from Student Government Board will have a one-year term.
        • The Representative from the McFarland Student Union Building Operations, Director of KU Presents, the Director of Recreational Services, and Chief of Police will have indefinite terms serving as ex-officio members.

  2. DUTIES

     1. Duties of Committee Members 
        • Review bylaws of Events Advisory Council annually.
        • Attend meetings on a regular basis. Inform chairperson if you cannot attend a meeting and find a representative from your constituency to replace you for that meeting.
        • Perform committee duties as assigned.
        • Provide regular feedback to your appropriate constituency.
        • Determine annual Early Registration Process procedures (date, process, priority lists) and work with Committee to share with the campus community.
        • In Spring Semester, once all early registration reservation requests have been received,
          work to determine approval or denial for all requests.
        • To help make policy regarding scheduling of campus venues through the centralized
          reservation system.
     2. Duties of the Chairperson
        • Distribute bylaws to the members at the meeting in the fall semester for review.
        • Ensure that the work of the Committee is implemented.
        • Distribute meeting minutes to members one week after a meeting has taken place.
        • Schedule meetings and set agendas for each of the meetings.
        • Committee members may request an end of year letter of recognition from the Chairperson for the purposes of promotion or employment.
        • Provide a written report of actions taken with accompanying policy recommendations (if any) to the University Senate.
        • Coordinate any electronic voting as needed.

  3. MEETINGS

     1. Meeting Frequency 
        • The Events Advisory Council will meet once in the Fall Semester and 2-4 times in the
          Spring Semester as needed.
     2. Meeting attendance requirements
        • Members are required to attend all meetings.
        • Members who cannot attend a meeting must determine a substitute from their constituency and have them attend.
        • Members who miss two regularly scheduled meetings (without notice or representation) in any given semester may be assumed to have withdrawn from the committee and will be replaced.

  4. VOTING

     1. All members of the EAC have voting privileges with the exception of the two four ex-officio
        members (The Representative from the McFarland Student Union Building Operations,
        Director of KU Presents, Chief of Police, and the Director of Recreational Services) 
     2. Electronic voting is acceptable for decisions needed to be made when meetings are not
        scheduled. The Chairperson will be responsible for coordinating any electronic voting. 

  5. AGENDA

     1. The agenda shall consist of the following order of priority (recommended):
        • Call to Order
        • Approval of Minutes
        • Announcements
        • Old Business
        • New Business
        • Adjournment

  6. RULES OF ORDER

     1. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall
        govern this committee in all cases to which they are applicable and in which they are not
        inconsistent with these bylaws and any special rules of order this committee or University
        Senate may adopt.
     2. A quorum will consist of a simple majority of voting members of the full committee. A quorum
        is needed to hold meetings and conduct business.
     3. In order to have a vote, there must be a quorum.
     4. Amendment of the Bylaws shall require a two-thirds majority of the voting membership. 

  APPROVED

  University Senate – October 3, 2024

  LAST REVIEW (all dates reviewed) 

  October 2007
  November 2017
  December 2023
  September 2024

• Meeting Times

  None submitted at this time.

• Agenda & Minutes

  Sign in here to view available archived minutes.