Guidelines and Procedures

The Radford University student experience is strengthened through relationships among students, faculty, and staff, and affirmed by active community building by student organizations, departments, and university programs. We always strive to balance community building with community safety. 

Clubs and organizations are encouraged to continue to refer to the Club Handbook and consult with the Club Hub staff to support their efforts. Departments and university programs are welcome to reach out to their leadership, the Student Involvement department, and/or the Associate Vice President for Student Life, Tricia Smith.

The Club Hub is located in room 226 of "The Bonnie" Hurlburt Student Center. When class is in session, hours are Mon-Fri 8am-6pm. You may reach the Club Hub staff via email at

Event Planning Guidelines

Creative and safe engagement matters!

  • Student organizations should register events in RUInvolved. Registered events will automatically be advertised through the RU Mobile app and this allows the organizer to track attendance. Departments are also welcome (and encouraged) to do the same. Tracking attendance is required.  Collection of attendance on paper forms is discouraged and, if necessary, should be entered into the event afterward.
  • Pursue virtual or hybrid group events, gatherings, and meetings whenever possible. Zoom is a great resource. Several social media platforms will also allow groups hangouts.
  • Consider the traffic flow, room set up, and staffing/volunteers needed to manage the energy and flow. Visible markers should be used for queue lines and seating areas.

Support for Your Event

We want you to be successful!

Club Hub

“The Bonnie” Hurlburt Student Center Room 226

Monday - Friday 8:00am - 6:00pm

Student Involvement main office

“The Bonnie” Hurlburt Student Center Room 226


Scheduling Office

Heth Hall Room 103


Space Event Request Form:

Inclusive Programming Tips

How can I be thoughtful and inclusive?

1. When welcoming groups, consider a land acknowledgement.  Here's an example: "We acknowledge the Tutelo and Monacan people, who are the traditional custodians of the land on which we work and live, and recognize their continuing connection to the land, water and air that Radford University occupies. We pay respect to the Tutelo and Monacan Nations, and to their elders past, present and emerging.​"

2. If you are taking photographs, do you have folks permission? Is there a way to opt-out of photography or social media posts?

3. Nametags. Consider giving folks ways to indicate their comfort with others approaching them. Our professions tends to favor extroverts in large group design. This can help.

Optional Name tag Instructions:

A.      Write the name you wish to be called in the upper center.

B.      Share your gender pronouns just below your name. Not assuming others’ pronouns in a way to be inclusive of trans, non-binary, and gender non-conforming people.

C.      Add a blue dot if you would prefer to avoid being photographed. While we will do our best to honor this, there may be times in large group settings that it will not be possible.

D.     Add a green, yellow, or red dot to indicate your color communication.

a.      GREEN – The person is actively seeking communication; they may have trouble initiating conversations, but want to be approached by people interested in talking.

b.      YELLOW – The person only wants to talk to people they recognize, not by strangers or people they only know from the internet. The person might approach strangers to talk, and that is okay; the approached person is welcome to talk back if that is the case.

c.       RED – The person does not want to talk to anyone, or only wants to talk to a few people. Please do not approach someone with a red sticker.

4. Announce the location of restrooms and say that participants can use the restroom as needed throughout the event.

5. If you have a large, hectic event going on, have you set a space aside that is quiet and less bright for folks who may need to recharge in order to fully engage? You could call it a recharge room or quiet space or... get creative.

6. Lots of folks try to be inclusive in serving food by having different options to accommodate myriad diet and nutritional needs.  That's terrific.  You should also consider labeling food, and this includes ingredients.   Most caterers will comply with this if you ask!

7. Scent-free environments.  It's not a University policy but is super helpful to accommodate those university community members who may have respiratory problems or suffer allergic reactions to strongly scented products, such as perfume, lotion, hairspray, deodorant, and other personal care products.​

8. If you have a large event, you may want to consider having an ASL interpreter there.  Our colleagues in CAS can definitely help with a resource list.

9. Is the event free (at least to students).  Not every Radford student has extra funds to get involved in our awesome opportunities.  If you're able, make it free or low-cost. And offer scholarships or funding sponsorship.

10. If you have directional signage or advertising, consider choosing a sans serif font. Serif fonts (especially when electronic) make it less difficult for folks with dyslexia. 

11. Will you have a PowerPoint?  Don't use a font smaller than 22. And, if possible, bring a few print copies (including large print).  And, if you're super-prepared, have it available digitally so that someone could access it from their own device.  In addition, provide alternate text for all images and offer to provide an electronic copy of the slides after the event.  Avoid copying and pasting images that might be difficult to read. Provide color-coded information in another way, such as provided the information using text, shapes, etc.  One helpful reference:

12. If showing videos, turn closed captioning on.

13. When you introduce yourself to a group, try offering your pronouns.  It can be a signal to others that you are aware and making space for everyone to be themselves. I usually hesitate to ask everyone to share their pronouns as it could create discomfort, so modeling is a good option.

14. Can people get in and out of your space? Can they move around?  If you have lots of 8-person tables, consider removing one chair from some of the tables so that a person who uses a wheelchair or other mobility device has one less barrier to participation.

15. If there is a microphone in a large room setting, use it.  Asking, "Do I need this? You all can hear me, right?" might unintentionally force someone to disclose their invisible disability. And repeat questions asked from the audience if a second mic is unavailable.

16. Who gets airtime? And what identities do they hold? If you have an opportunity to consider multiple voices and experiences it can really help folks connect with the experience.

17. In what other ways could you give forethought to your attendees?  Childcare? Non-fluorescent lighting? Parking needs? Bathroom access? Using 'partner' instead of 'spouse' and 'family' instead of 'parents', etc. 

18. If you have catering or service staff, do you thank them publicly during the event?  They are a very important and often unappreciated part of the team at your event.

19. Avoid gendering when it's unimportant. For example, if you have instructions for an activity instead of saying "participants should discuss with his or her partner" try "participants should discuss with their partner."

The plural pronoun “their” rather than “his or her” is a gender-neutral way of being inclusive of all people. There are many opinions about this shift in language use – see information below from the Oxford Dictionaries and Merriam-Webster, both of which present the case for using a plural pronoun to refer to a singular noun.

From the Oxford Dictionaries: 
You can use the plural pronouns 'they', 'them', 'their' etc., despite the fact that, technically, they are referring back to a singular noun:
If your child is thinking about a gap year, they can get good advice from this website.
researcher has to be completely objective in their findings.

Some people object to the use of plural pronouns in this type of situation on the grounds that it's ungrammatical. In fact, the use of plural pronouns to refer back to a singular subject isn't new: it represents a revival of a practice dating from the 16th century. It's increasingly common in current English and is now widely accepted both in speech and in writing.

You can read more about the debate surrounding the use of 'he or she' versus 'they' on the Oxford Dictionaries blog.

From Merriam-Webster:

The Awkward Case of 'His or Her' 
Singular 'their' might be a better choice (short video)

From the Associated Press Stylebook: his, her

Do not presume maleness in constructing a sentence, but use the pronoun his when an indefinite antecedent may be male or female: A reporter tries to protect his sources. (Not his or her sources, but note the use of the word reporter rather than newsman.)

Frequently, however, the best choice is a slight revision of the sentence: Reporters try to protect their sources.

An interesting article from the Wall Street Journal:

20. When asking participants to RSVP, ask if they need any disability accommodations in the RSVP and provide contact information in case participants have questions about accommodations.  Check out these additional sites for information on preparing for participants with disabilities

21. Inclusive Pedagogy for Introverts & Participation:

A. Stay attuned to the quieter students.

It is easy to overlook quiet students or assume that they are bored or have nothing to say. But there are other signs of engagement that go beyond class participation. Do the quiet students listen attentively in class? Do they look like they are thinking hard and have something to say? Do they hand in assignments on time, and is their written work thoughtful and insightful? These are just a few indications that your quiet student is introverted and struggling with class participation.

B. Speak with your introverted student privately and propose an alternative.

Once you have identified an introverted student, speak with him or her privately outside of class. Let them know that you have observed their difficulty speaking in class and suggest an alternative. Allowing the student to express their thoughts via email can be a highly effective solution; base their participation grade on these emails rather than class discussion.

C. Challenge the notion that introversion is a flaw that students need to change or overcome.

Remember that introverts have a lot to contribute and may be capable of deeper insight than many of the extroverts who dominate class discussion. Many of the introverted students feel silenced to begin with, and as their teacher, it is up to you to give them the opportunity to express their opinions.

From Stop Using Participation Grades to Force Introverts to Speak in Class by Tara Malone

Green Event Checklist


1.      Reduce paper and ink use.

  • Post agendas and supporting documents online or distribute electronically instead of printing.
  • Use electronic media for event promotion, registration and materials distribution.
  • Request that participants use electronic materials rather than print materials.
  • When printing is necessary, select narrow margins, print double-sided and use half-sheets of paper when possible.
  • Print event schedules on the back of nametags instead of printing both nametags and schedules.

2.      Use recycled-content paper.

  • Order cost-competitive recycled content paper. 30%, 50%, and 100% recycled content paper exists. 

Nonessential Items

1.      Reduce giveaways, promotional items and material incentives.

  • Eliminate giveaway items.
  • If giveaway items are not eliminated, offer items that are sustainably made, useful and optional (i.e., offer giveaways on a table for individuals to choose rather than a “swag bag.”)
  • Request that guests do not bring giveaway or promotional items for informational or vendor tables. Instead, encourage the use of scanning QR codes/taking pictures for information.

2.      Reduce decorations.

  • Eliminate centerpieces.
  • Decorate with reusable or repurposed items and/or share centerpieces or decorations with another organization/unit.


1.      Reduce or eliminate the use of disposable containers.

  • Order buffet-style meals.
  • Order bulk beverage servers instead of individual beverage containers.
  • Ask participants to bring reusable cups or mugs.
  • Recycle the boxes if using boxed lunches. Empty boxes can be placed in recycling bins.
  • Request washable plates and silverware (china) instead of disposable.

2.      Reduce the amount of wasted food.

  • Ask participants to provide early confirmation of attendance and order the appropriate amount of food.

3.      Reduce the amount of food sent to landfill.

  • Plan to give-away or donate leftover food. Advertise over social media to give away or request participants bring their own “to-go” containers.

4.      Make sustainable food choices.

  • Offer a vegetarian option.
  • Offer a vegan option.
  • Choose a meat other than beef.
  • Request sustainably sourced food from Dining Services. 

Other Waste and Recycling

Increase recycling.

  • Verbally direct attendees to recycling bins and include a presentation slide asking participants to recycle.
  • Make sure recycling bins are visible and clearly label them “Recycle Handouts Here” or “Recycle Lunch Boxes Here” with reusable signage.
  • If recycling bins are not already in your event space, request them in advance (instructions available).
  • Order additional recycling bins for large events (instructions available).
  • Reuse nametags and recycle nametag inserts. Provide recycling containers and clearly label them “Recycle Nametags Here” with reusable signage.


Reduce vehicle use.

  • Advertise the closest Radford Transit stop to the event location.
  • Encourage, incentivize, and facilitate carpooling, biking, and walking.


Conserve energy.

  • Between and after sessions, turn off lights and projectors in spaces not in use.
  • Do not turn lights on when daylighting is adequate. 


Promote environmentally conscious behavior.

  • Clearly state your greening goals for the conference and for participants on your event website, emails, documents, RU Involved, and opening address. Be consistent in your messaging.
  • Work closely with stakeholders, such as vendors and speakers, to communicate your greening goals for the conference.
  • Demonstrate environmental stewardship for your attendees.
  • Prominently display the “Greening Your Event” logo.
  • Reach out to RU Sustainability with questions and for assistance meeting your goals.