Student Organization Event Checklist
Please return this form, along with completed Facility Reservation and Large Event forms, to the Center for Student Development.
Please ensure that you are planning your event MORE than 30 days before the proposed event date as Facility Reservation and Large Event forms are both due 30 days prior to the event.
This checklist is required for any student organization planning a large event, but it is a recommended resource for all event planning and facility reservations.
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Student OrganizationEvent Name
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Student Contact Name/Organization PositionStudent Contact Email Address
The following steps are required for timely completion of campus events requests:
- Make an appointment to meet and plan the event with your organization’s members and Organization Advisor(s). Fill out top portion of the Large Event Form.
- Make an appointment to review, discuss specific event details, and request signature from your Organization Advisor.
- Turn in completed paperwork to the CSD for a staff member to review and sign. If there are clarifications needed about the event, you will need to speak with a CSD staff member before s/he will sign and approve your event. Greek Organization events will require a review from the Coordinator for Greek Life. All other student organizations require a review from the Coordinator for Leadership Development.
- In order for your event planning to proceed, please answer the following (circle yes or no):
Yes | NoTickets are required for entry into the event.
Yes | NoMoney is exchanged at any point during the event.
Yes | NoThe organization has a plan to safeguard and secure all monies before, during, and after the event.
Yes | NoVisitor parking is needed for the event.
Yes | NoThe event has a VIP presence (mayor, city council member, Board of Regents,
Chancellor, etc.).
Yes | NoThe student organization has allotted funds to pay for security, if deemed necessary.
Yes | NoOn-campus advertising is used for the event.
REMINDER: ALL on-campus advertising must be approved by the CSD.
Yes | NoOff-campus advertising is used for the event.
Yes | NoThe event includes retail vendors selling goods and/or services for profit.
Yes | NoServices from other local vendors are required at the event (bounce houses, carnival rides, DJ, local band, etc.).
Yes | NoA speaker is featured at the event. If yes, please answer the following:
Yes | NoThe speaker has run for or served in public office.
Yes | NoThe event includes opposition to the speaker or subject matter
presented (e.g., a debate).
Yes | NoThe speaker is considered high profile (celebrity, athlete, musician, etc.).
Yes | NoA film/movie is featured at the event. If yes, please answer the following:
Yes | NoI have the rights to play this movie.
I have obtained the rights from ______.
REMINDER:Organization Advisor(s) are required to attend all large events!
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Advisor (printed)Student Contact (printed)CSD Staff Member (printed)
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Advisor SignatureStudent Contact SignatureCSD Staff Member
Signature
Updated 6/2014