Student Group Welcome Events

What is the intended goal of this opportunity?

• The intended goal is to support student groups’ efforts to build community, promote the benefits of campus involvement, and to enhance the diversity and inclusivity of the campus community for all incoming students.

Who is the primary audience of this opportunity?

• Incoming undergraduate and second-year students, graduate students, and professional students are the primary audience.

What is the event criteria to participate in this opportunity?

• Student groups must be currently registered and in good standing to submit a Student Group Welcome Event.
  • Student groups are encouraged to complete the Annual Registration process (opens in a new tab) to ensure eligibility for future student group programming opportunities.
• In order for a Student Group Welcome Event to be promoted to all incoming students, the event must:
  • Take place between August 30 - September 22, 2023
  • Be digitally accessible (if hosted virtually)
  • Be on campus (if hosted in-person)
  • Be free and open to all students
  • Have no alcohol
  • Have no fundraising
  • Not exceed 4 hours long
• Additionally, student groups must provide information that demonstrates how their event aligns with the following:
  • Builds community for incoming students
  • Promotes the benefits of campus involvement
  • Enhances the diversity and inclusivity of the campus community
• Groups may only host one Welcome Event, and it must be an event they are hosting themselves and not an event that is a part of another initiative (i.e., Activities Fairs, Explore U, etc.).

Is my group eligible to sign up to host an event?

• Groups must be currently registered and in good standing with Student Unions & Activities in order to sign up to host a Welcome Event. Refer to your group’s GopherLink profile if you need clarification on your group’s status.
• Groups who aren’t registered will need to complete registration before their Welcome Event submission will be accepted. Group submissions will not be considered until their registration is processed and updated on GopherLink by Tuesday, August 15.

What if our group wants to partner with another group?

• Groups may co-host events, but one group must act as the primary contact for the event in the application.

Do groups have to pay to participate in this opportunity?

• No payment is required to participate in this opportunity.

Will groups receive any funding to participate in this opportunity?

• No, there is no funding available to participating student groups. If groups are looking for funding options, the SUA website provides information on a variety of sources.

How will the approved events be promoted?

• All approved events will be promoted to all incoming students by Student Unions and Activities (SUA) on the SUA website and by Orientation & Transition Experiences (OTE).
  • Note:
    • If a group’s event occurs on September 4 or 5, it will receive additional promotion through Welcome Week communications
• Student groups are also encouraged to promote their events through other methods, such as social media.

Are groups allowed to have food at their events?

• A food permit must be obtained for all events requesting to serve food. Student groups should reference the University’s Health & Safety Office guidelines for more information.

Why do we say “incoming students”?

• The students who are entering the University of Minnesota are at various points in their academic journey. For some students, this is their first time in a college or University setting. For others, they are new to the University of Minnesota, but began their academic career at another institution. To remain inclusive, please use the term “incoming students” to be inclusive of all first-year and transfer undergraduate, graduate, and professional student experiences.

Can my group receive advising about our Welcome Event?

• Yes! Student groups can schedule a general advising appointment (z.umn.edu/studentgroupadvising) with their assigned Student Activities Advisor to discuss event planning, recruitment, and general best practices for inclusive events. Student groups may also sign up for an event advising appointment (z.umn.edu/sgeventadvising) with a Programs Advisor for specific assistance in coordinating virtual or in-person events.

How does my group sign up?

• Student groups must submit an application for their event to be considered a Welcome Event and be included in promotions to all incoming students. Groups may apply via the event submission form.
• The form will begin accepting submissions on Wednesday, June 21, 2023 at 9:00 AM Central Time (US and Canada) and all submissions are due by Tuesday, August 15, 2023 at 4:00 PM Central Time (US and Canada). Submissions will be reviewed on a rolling basis and student groups will receive feedback on what criteria has not been met. Groups may resubmit their applications with updates until the final deadline on Tuesday, August 15.

Is my group guaranteed to participate if we sign up?

• Groups are not guaranteed participation when they sign up. Submissions will be reviewed to ensure that they meet the intended goals of this opportunity. Groups who do not meet the event criteria or the appropriate deadlines may not participate in this opportunity.

Can we change our event details after submission?

• Student groups are discouraged from making significant edits to their event details after their event has been approved.

What if we can no longer participate?

Notify the Student Activities Office at sao@umn.edu as soon as possible.

General Event Planning Guidance

• Student Groups may reference the Event Planning resources put together by Student Group Services to help your group plan a successful event.

Event Advising

• Student groups can sign up for an event advising appointment (z.umn.edu/sgeventadvising) with a Student Activities Advisor for assistance in coordinating virtual or in-person events.

Diversity, Equity, and Inclusion Resources

• The University’s Office for Equity and Diversity (OED) has created a centralized page to house their education program resources. Visit https://diversity.umn.edu/education/education-program-resources to enhance the equity and diversity of your personal and professional life.

Digital Accessibility Resources

• Digital Accessibility is achieved when all people can equitably access content on the web or in applications. Your group can find more information at the following University websites:
  • Accessibility.umn.edu
    • Seven Core Skills
  • Disability.umn.edu

Contact the Student Activities Office at sao@umn.edu or 612-626-6919 with any questions.