Back to School Picnic

Annual Back to School Picnic

Monday, August 17, 2020

4:30-6:30 p.m. - Fort Hays State University Quad (East side of the Memorial Union)

Student engagement in community and campus activities has always been the main theme of the picnic and this year is no exception. The picnic is your first opportunity to effectively gain awareness for your organization and the services it provides. We would like to invite local businesses and student organizations to participate.

Guidelines:

  1. University Departments and Recognized Student Organizations will be provided one (1) table at no charge.
  2. Non-profit organizations will be provided one (1) table at no charge.
  3. For-profit businesses will be charged $50.00 to participate and will be provided one (1) table.
  4. Groups needing additional tables will be charged $50.00 per table.
  5. Chairs will not be provided, but groups are permitted to bring their own.
  6. Due to limitations of power supply on the Quad, power requests will be approved on an extremely limited basis. Groups requesting power need to provide specific details on how power will be used so it can be appropriately allocated.
  7. No liquor stores, tobacco establishments, or pornographic enterprises will be permitted to register. Student Engagement reserves the right to deny requests from any entity that does not align with the values of Fort Hays State University.
  8. Groups are not permitted to promote credit cards on-campus.
  9. Student Engagement reserves the right to deny requests which include activities that may be harmful or disruptive to participants. Examples include, but are not limited to: water activities, live animals, inflatables, open flames, weapons, etc.
  10. No sales are allowed - only giveaways, merchandise, coupons, information, etc.
  11. All student organization and university department giveaways must comply with university identity standards.
  12. Chartwells is the official food provider of the Back to School Picnic. As such the following rules apply to the giveaway of food items:
    • Items that could be considered a meal replacement are not allowed. Examples include but are not limited to: pizza, sandwiches, burritos, hot dogs, etc.
    • Items are not allowed to be prepared on-site at the picnic.
    • Items cannot be served from a common container.
    • Items must be individually wrapped in original sealed packaging.
    • Items such as bottled drinks, popsicles, and individually wrapped candies are allowed and encouraged.
  13. Changes to table registrations will not be accepted past Noon on Wednesday, August 12, 2020. All changes must be coordinated with Student Engagement.
  14. Participants may begin setting up no sooner than 3:00 PM on Monday, August 17. Organizations should check in at event registration prior to setting up. The picnic will take place from 4:30 - 6:30 PM.
  15. In order to provide all students the opportunity to interact with all organizations, tables are expected to be staffed for the duration of the event.
  16. Any items left behind after the picnic concludes will the thrown away.

Registration:

Back to School Picnic TigerLink Registration Form

All organizations that wish to participate in the Back to School Picnic need to submit a table reservation form through TigerLink. All reservations will be confirmed via email to the contact person provided on the form.

The registration deadline is Noon on Wednesday, August 12, 2020.

Table Assignments

Table assignments will be completed following the registration deadline and the contact indicated on the reservation form will be notified of their organization's placement.  An updated list will also be posted below.

Covid-19 Plan:

Given the COVID-19 pandemic, we will be vigilant as the days and weeks pass. Until further notice, we will plan to continue with the Back to School Picnic as usual. Please follow up with the FHSU COVID-19 updates at https://www.fhsu.edu/covid-19-response for up to date university changes.  

Weather Plan:

In the case of rain or inclement weather, the Back to School Picnic will be postponed to Wednesday, August 19, 2020. The decision to postpone will be made by 9:00 AM on Monday, August 17 and will be communicated to the primary contact for each table reservation.

For inquiries regarding the Back to School Picnic, contact Student Engagement at 785-628-4664 or at engage@fhsu.edu.