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Aggieland's Week of Welcome

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Aggieland's Week of Welcome

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Howdy Week Event Proposal 2020

Is the primary host of this event a student organization?*
- Yes
- No
Department/Office/College Event Coordinator Contact Information
Event Coordinator Name*
Event Coordinator TAMU Email*
Event Coordinator Cell Phone Number*
Student Organization Event Coordinator Contact Information
Organization Name*
Student Coordinating the Event Name*
Student Coordinating the Event TAMU Email*
Student Coordinating the Event Cell Phone Number*
Primary Organization Advisor Name*
Primary Organization Advisor TAMU Email*
Primary Organization Advisor Cell Phone Number*
Event Details
This information will be used by the Howdy Week Committee and the Office of New Student & Family Programs to create the Howdy Week Schedule and to determine eligibility to participate.
Event Type*
- Virtual
- In-Person (must have an alternative or hybrid option available)
Event Title*
Sponsoring Department/Office/College/Organization*
Will appear in the Howdy Week schedule as "Sponsored by ____"
Partnering Department/Office/College/Organization
Will appear in the Howdy Week schedule as "Sponsored by Primary & ____"
Provide an event abstract to be included in the Howdy Week marketing materials (280 Character Limit)*
Event Overview & Outline: Please include a program description and a detailed outline the includes time estimates.*
This information will be used to determine participation eligibility.
Describe your hybrid/alternative option for your in-person program.*
This information will be used to determine participation eligibility.
Event Category*
Review the Program Categories: https://howdyweek.tamu.edu/wp-content/uploads/2020/06/Program-Categories-Description.pdf
Is your program for an Academic college or department?*
- If yes, consider hosting your event during Academic Days, August 16 and 17 and plan to reach out to the students in the directly.
- If no, proceed to next question.
What are the program outcomes and/or participant learning outcomes for your event and how will they be met during your event?*
This information will be used to determine participation eligibility.
Event Scheduling
In order to create a full, comprehensive schedule, Howdy Week programs will be spread out throughout the week. Please indicate your top preferences for date and time, and our staff will do our best to accommodate it.
Monday, August 10: Please indicate your top preferences by selecting all that apply.*
You will be assigned a (1) hour time slot within one of your preferences. Only select times you can host your event. Event time confirmation will be sent on July 24th.
- Monday, August 10, 8 AM - 12 PM
- Monday, August 10, 2 - 4 PM
- Monday, August 10, 6 - 9 PM
- Not available on Monday, August 10
Tuesday, August 11: Please indicate your top preferences for date and time, by selecting all that apply.*
You will be assigned a (1) hour time slot within one of your preferences. Only select times you can host your event. Event time confirmation will be sent on July 24th.
- Tuesday, August 11, 8 AM - 12 PM
- Tuesday, August 11, 2 - 6 PM,
- Tuesday, August 11, 6 - 9 PM
- Not Available on Tuesday, August 11
Wednesday, August 12: Please indicate your top preferences for date and time, by selecting all that apply.*
You will be assigned a (1) hour time slot within one of your preferences. Only select times you can host your event. Event time confirmation will be sent on July 24th.
- Wednesday, August 12, 8 - 11 AM
- Wednesday, August 12, 2 - 6 PM
- Wednesday, August 12, 6 - 9 PM
- Not Available on Wednesday, August 12
Thursday, August 13: Please indicate your top preferences for date and time, by selecting all that apply.*
You will be assigned a (1) hour time slot within one of your preferences. Only select times you can host your event. Event time confirmation will be sent on July 24th.
- Thursday, August 13, 8 AM - 12 PM
- Thursday, August 13, 3 - 5 PM
- Thursday, August 13, 7 - 9 PM
- Not Available on Thursday, August 13
Friday, August 14: Please indicate your top preferences for date and time, by selecting all that apply.*
You will be assigned a (1) hour time slot within one of your preferences. Only select times you can host your event. Event time confirmation will be sent on July 24th.
- Friday, August 14, 8 AM - 12 PM
- Friday, August 14, 2 - 6 PM
- Friday, August 14, 6 - 9 PM
- Not Available on Friday, August 14
Saturday, August 15: Please indicate your top preferences for date and time, by selecting all that apply.*
You will be assigned a (1) hour time slot within one of your preferences. Only select times you can host your event. Event time confirmation will be sent on July 24th.
- Saturday, August 15, 8 AM - 12 PM
- Saturday, August 15, 1 - 5 PM
- Saturday, August 15, 5 - 9 PM
- Not available on Saturday, August 15
Sunday, August 16: Please indicate your top preferences for date and time, by selecting all that apply.*
You will be assigned a (1) hour time slot within one of your preferences. Only select times you can host your event. Event time confirmation will be sent on July 24th.
- Sunday, August 16, 8 AM - 12 PM
- Sunday, August 16, 1 - 5 PM
- Sunday, August 16, 5 - 9 PM
- Not Available on Sunday, August 16
Monday, August 17: Reserved for Academic Colleges & Departments
*Academic Days; reserved for academic colleges and departments i.e. the College of Science, the Biology Department, etc.
- This event is sponsored by an academic college or department. Our event time will be between 8 AM - 5 PM and is listed in the additional comments section.
- This event is NOT hosted by an academic college or department, and I understand that I am unable to host an evening event on this day due to an already scheduled Featured Event.
Tuesday, August 18: Reserved for Academic Colleges & Departments
*Academic Days; reserved for academic colleges and departments i.e. the College of Science, the Biology Department, etc.
- This event is sponsored by an academic college or department. Our event time will be between 8 AM - 5 PM and is listed in the additional comments section.
- 5-9 PM (open to all event host)
Additional Comments
Use this space to provide additional scheduling restrictions or information.
Acknowledgement
Covid 19*
By completing this proposal process you acknowledge:
The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization (WHO).

COVID-19 is extremely contagious and is believed to spread through respiratory droplets in the air during person-to-person contact and contact with surfaces and objects; and, as a result, federal and state health agencies recommend social distancing. Health and safety is a shared duty, COVID-19 (and any transmissible disease) is a shared risk, and all community members must take steps to promote health and safety.

There is possible exposure to COVID-19 before/during/after participation in an in-person event.

I will follow the CDC, WHO, & TAMU guidelines as it relates to COVID-19 and hosting events.
Event Coordination*
I understand that it is my responsibility to coordinate all aspects of my event including, but not limited to: reviewing the Howdy Week 2020 Event Planners Guide, reserving space, creating and managing virtual environment, event registration & sign up logistics, covering event cost, initiating and executing all contracts, waivers, insurance, permits, & etc.
Event Registration*
I understand that I must create and manage a registration form for my event and will provide the link to the form to the Howdy Week Coordinatior by July 29th. I understand that the registration form must include the following fields: first name, last name, UIN, TAMU email, and cell phone number. I understand that I must send send event access information to participants about the event one hour prior to event start time. I understand that students are able to register for events up until the one hour before the event start time. I understand that I may not send access information any earlier than one hour prior.
Final Details*
I understand that all event decisions are final. Once my event is approved and scheduled by New Student & Family Programs, I will have until July 29th to submit final details for the HW publication & website purposes. This includes providing the event registration link for the student body.

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