Welcome Week 2023: Call for Proposals

Welcome Week is designed for new LSU students and takes place in the days before classes begin each fall semester. Welcome Week is a campus and community-wide effort and collaboration designed to help connect Tigers to a wide array of activities, organizations, and important information to jump start their year. Welcome Week will be Sunday, August 13 - Sunday, August 20, 2023.

A Choose Your Adventure (CYA) Welcome Week event is an approved event with specific learning or programmatic objectives/outcomes hosted in a virtual or reserved space. CYA events provide students with an opportunity to learn more about campus, each other, and college life in general through a series of educational and social events sponsored by University departments, colleges, residence halls, community members, and registered student organizations in good standing, as defined by Campus Life.

To have your event listed in the Welcome Week Schedule, you must submit an Event Proposal by May 5, 2023.

The proposal will be reviewed by the Welcome Week Planning Committee and an EOC representative. All approved events will be listed in the Welcome Week Schedule. Approved event hosts will be notified by May 15, 2023, and provided with the date and time of the event, additional information, and next steps. Once approved, the event host will have to confirm the final event date and time by June 1, 2023.

College or Department Name

First and Last Name of Department Contact

Email Address

Phone Number

Internal Billing Code
The Welcome Week Committee will coordinate all room reservations with both the University Registrar and Student Union. The billing code will be used to reserve and transfer the space to your unit.

Event type

Virtual

In-person

Proposed Title for Session / Program

Maximum Number of Student Participants

Describe the Target Audience, if you selected other on the previous question.

Length of Program

Part-day program

Full-day program

Multi-day program

Available Dates for Program (select all that apply)

Thursday, August 17

Friday, August 18

Saturday, August 19

Sunday, August 20

Desired Program Time (start and end time)

Desired Location

Cost to be Charged to the Student for Participation (if any)

Do you need financial assistance for this program?

Yes

Please include the rationale for financial assistance for this program in the Event Overview & Outline section. More details will be provided once your proposal has been reviewed!

Provide an abstract to be included in marketing materials
(280 character limit)

Event Overview & Outline
Include the following:

Program Description
Detailed outline of the event including activities and time estimates
List the program objectives and/or participant learning outcomes & how they will be met during the event
Any additional relevant details
If financial assistance is desired, include rationale for funding request

Please upload any materials that may be helpful (if any)

Acknowledgements

By completing this proposal process, you acknowledge:

COVID-19

There is possible exposure to COVID-19 before/during/after participation in an in-person event.
I will follow the CDC, WHO, & LSU EOC guidelines as it relates to COVID-19 and hosting events.

Event Coordination

I understand that it is my responsibility to coordinate the following aspects of my event: reviewing the Welcome Week 2023 Event Planners Guide, creating and managing the event's virtual environment (if applicable), covering event cost, initiating and executing all contracts, waivers, insurance, & etc.
The Welcome Week Committee will secure spaces for events and obtain EOC approval.

Final Event Details

I understand that once my event is approved and scheduled by the Office of Retention & Student Success, I will have until June 1 to submit final details for the Welcome Week publication & website purposes. This includes providing the virtual event login information.

Acknowledgements

By completing this proposal process, you acknowledge:

COVID-19

There is possible exposure to COVID-19 before/during/after participation in an in-person event.
I will follow the CDC, WHO, & LSU EOC guidelines as it relates to COVID-19 and hosting events.

Event Coordination

I understand that it is my responsibility to coordinate the following aspects of my event: reviewing the Welcome Week 2023 Event Planners Guide, creating and managing the event's virtual environment (if applicable), covering event cost, initiating and executing all contracts, waivers, insurance, & etc.
The Welcome Week Committee will secure spaces for events and obtain EOC approval.

Final Event Details

I understand that once my event is approved and scheduled by the Office of Retention & Student Success, I will have until June 1 to submit final details for the Welcome Week publication & website purposes. This includes providing the virtual event login information.

I agree & understand.