SOP: Chi Omega Event Planning & Certification Quiz

This Standard Operating Procedure (SOP) outlines the mandatory protocols for Chi Omega chapter event planning, including the successful completion of the required Event Planning Guide (EPG) and associated knowledge assessment. Adherence to these procedures ensures that all chapter functions maintain institutional compliance, safety, and alignment with national risk management policies. All Social Chairs and Executive Board members must review this document prior to initiating any event proposal.

Phase 1: Pre-Planning & Risk Assessment

• Review National Policies: Carefully read the latest Chi Omega Risk Management Policy and the "Event Planning Guide" (EPG) handbook to understand current expectations regarding venues, guest lists, and safety measures.
• Define Event Scope: Determine the type of event (e.g., social, recruitment, philanthropy) and identify potential risk factors (e.g., presence of alcohol, physical activity, or off-campus travel).
• Identify Lead Stakeholders: Assign the primary Event Planner, the Risk Management Chair, and the Chapter President to oversee the planning lifecycle.
• Confirm Budget: Secure Executive Board approval for the event budget before committing to any vendors or contracts.

Phase 2: Completion of the Event Planning Guide (EPG)

• Data Collection: Gather essential details, including the venue name, physical address, expected attendance, start/end times, and third-party vendor licensing documents.
• Submission: Complete the EPG form via the official Chi Omega portal, ensuring that all fields are populated accurately to avoid administrative delays.
• Vendor Vetting: Verify that all third-party vendors (venues, catering, transportation) have provided current certificates of insurance (COI) that meet national requirements.
• Submission Deadline: Submit the finalized EPG for chapter and advisor review at least 30 days prior to the event date.

Phase 3: Knowledge Assessment (The Quiz)

• Study Materials: Review the provided "Event Planning Quiz Study Sheet" which covers emergency response, sober monitor duties, and guest policy enforcement.
• Scheduling the Quiz: Arrange a time with the Chapter Advisor to take the mandatory assessment.
• Completion: Ensure all relevant board members complete the quiz with a passing grade (typically 90% or higher).
• Documentation: Save a digital copy of the quiz completion certificate or confirmation email in the chapter’s "Event Compliance" folder.

Phase 4: Final Execution & Debrief

• Security & Monitoring: Finalize the list of "Sober Monitors" and ensure they have attended the pre-event safety briefing.
• Check-In Protocols: Establish a physical check-in station with a guest list that matches the pre-approved EPG.
• Post-Event Report: Within 48 hours of the event, submit a post-event evaluation form detailing any incidents, attendance numbers, and budget variances.

Pro Tips & Pitfalls

• Pro Tip: Treat the EPG as a "living document." If your guest count shifts by more than 10%, submit an update immediately to maintain compliance.
• Pro Tip: Create a centralized "Event Folder" on your chapter’s shared drive. This ensures that every stakeholder has access to the most recent version of contracts and insurance documents.
• Pitfall (Procrastination): Waiting until the last minute to secure a COI from a venue is the #1 reason events are rejected. Contact vendors 45 days out.
• Pitfall (Inconsistent Documentation): Failing to record the names of sober monitors on the day-of report can trigger a national review. Keep a paper log at the door.

Frequently Asked Questions (FAQ)

Q: What happens if I fail the Event Planning Quiz? A: If the quiz is not passed, the specific individual cannot serve as a lead planner for the event. You must review the materials again and schedule a retake with your Chapter Advisor before the EPG can be approved.

Q: Are there exceptions to the 30-day EPG submission rule? A: Generally, no. National policies are designed to ensure safety. Emergency circumstances must be discussed directly with your Chapter Advisor and potentially the National House Corporation or Regional Director.

Q: Do I need to submit an EPG for a small, non-alcoholic event? A: Always check your specific chapter bylaws and the most recent National EPG handbook. While small internal events may have different requirements than large socials, it is standard practice to document all organized gatherings to ensure adequate risk management.