Week of Welcome Spring 2025 Org Registration

SCHEDULE

All organizations are invited to participate on Wednesday and Thursday from 11 a.m. to 2 p.m. each day.

REGISTRATION REQUIREMENTS

• Registration is only open to campus departments and student organizations registered with and approved by Student Life and Development.
• Registration closes Wednesday, Aug. 28.
• There is a registration fee of $15. Registration will be on Eventbrite and payment can be made using a debit or credit card, or PayPal. All sales are final, no refunds for no shows or cancellations.
• Registration includes: (1) 10 x 10 space, (1) table and (2) chairs, provided for both days of the event. No special space requests will be approved.
• For organizations bringing their own pop-up canopies, it is required to provide proof of certification for fire retardancy. During check-in, event staff will review and approve the canopies accordingly.
• No additional tables, chairs or electricity will be provided per organization.
• All organizations must stay for the duration of the 3-hour event on both days.
• In the instance that Week of Welcome is cancelled due to inclement weather, refunds will not be provided.
• Event is subject to change based on local health and public-safety conditions. In the instance that Week of Welcome is cancelled due to public safety restrictions, refunds will be issued.
• Refunds will not be issued.

EVENT REQUIREMENTS

• Tables are to remain in their designated spot and are not permitted to be moved.
• To maintain cleanliness, it is mandatory for organizations to clean up their designated spaces daily. Failure to clean up all trash properly (including leaving behind broken items) will result in a daily $50 fee charged to the respective organization.
• Prohibited items include: megaphones, loudhailers, bullhorns, microphones, public address systems, non-fire retardant canopies and loudspeakers.
• Music must not disturb the surrounding organization's ability to recruit and table.

The following system will be in place during the event for violations:

• 1st Violation: Verbal warning given by event staff.
• 2nd Violation: Second and final warning given in person by event staff.
• 3rd Violation: Upon notification by event staff, the organization/department will be instructed to leave the event premises immediately. All tabling activities will be required to cease promptly. Expelled groups will not be permitted to table on any remaining days of the event and no refunds will be issued. All sales are final, no refunds for no shows or cancellations.

APPROVED ORGANIZATIONS

⁠Click here for the 2024 list of approved orgs.

PREPARATION FOR TABLING

WoW is a great opportunity to connect with students, share information about your organization and recruit members. It helps to have a plan prior to tabling so your group can be prepared to meet with students. Here are some tips to help make your WoW experience great:

Per university policy, plastic water bottles and other single use plastic items should not be distributed on campus.

Have handouts (fliers, brochures, etc.):

• Giving students information they can take with them will help them stay in contact with you once they leave your table.

Have a QR code:

• We recommend creating a QR code to be displayed at your table to lead students to your Events & Orgs (BeachSync) page, website and/or social media.

• This allows students to access your information quickly and on the go.

Make sure your organization’s Events & Orgs page is fully updated:

• List your contact information
• List your meeting times
• Add upcoming events
• Include your social media handles
• Make it fun!
  
  MARKETING

Invite students to stop by your table to learn about your organization! Use your social media, newsletters and email outreach to encourage students to come see you!

Be sure to use the hashtag #WOWLB for ASI to reshare!

Click ⁠here to download WoW marketing fliers to share!

WHO TO CONTACT

• Clubs and Organizations Help: Contact your SLD advisor to assist you with the registration process or questions about your organization’s standing.

• SLD advisor contact information can be located here.

• Accessibility: To request disability-related accommodations, Bob Murphy Access Center Event Request Form.
• For information relating to your registration or the event, contact [email protected].

FAQs

How do I make changes to my registration after it’s been submitted?

• For all questions regarding your organization's registration and/or payment, email [email protected].

Can I get a refund if my organization can no longer table at Week of Welcome?

• All sales are final, if you have any questions, please email [email protected] for assistance.

Can my organization be placed next to another specific organization?

• During Eventibrite registration, organizations can submit special accommodation requests to be placed alongside another organization. However, requests are not guaranteed.

Can my organization register twice to get two spaces at the event?

• No, organizations are limited to single registration allocation. Additional registrations will be canceled, and a refund will be issued. Each registration includes a (1) 10 x 10 space, (1) table and (2) chairs for both event days. No extra tables or chairs will be provided per organization.

How do I use money from my club account to pay for the registration fee?

• When registering, initial payment must be made online via credit/debit card, or PayPal. For organizations wanting to use club funding to pay for the registration fee, email your SLD advisor to assist you with a reimbursement request.

For questions, please email [email protected] or call 562-985-3840.

ASI Beach Pride Events

Organizer of Week of Welcome Fall 2024 Org Registration

Host or Publisher ASI Beach Pride Events