Type of Event (Please Tick All That Apply)

EVENT REQUEST FORM

All fields must be filled in. Failure to do so may result in your event not being approved.

For questions please contact Alicia Johnson at . This form must also be filled out when applying for a fundraising opportunity in the Axe Lounge.

Club/House Council Information
Name of Club/House Council:
President:
Event Organizer(s):
Event Organizer(s) Contact Information Address:
Phone:
Email Address:
Student Number:
Secondary Contact:

Type of Event (Please tick all that apply):

☐Alcohol / ☐Athletics / ☐ Banquet / ☐ Fundraiser
☐ Guest Speaker / ☐Movie / ☐Meeting / ☐Social Event (Dance or Formal)
☐Other

Please provide a detailed description of the event (include as many details as possible):

Event Information

Event Date:
Fundraiser: / ☐ YES* / ☐ NO
If YES - Funds raised will go to:
Location of Event:
Anticipated Number of Attendees:
If Wet or Wet/Dry Event Sober Delegate Names :
(1 Sober per 75 attendees) MacKeen & Michener Events:
Formal Event: / ☐ YES / ☐ NO
Start Time:
End Time:
Cost of Admission:
Sober Attendee’s
(Names and Student Numbers, Contact Info):
Music Provided by:
Theme Requested:
Sponsor: / ☐ YES* / ☐ NO
*If YES who is sponsoring the event?

Payment Information

Billing Address:
Contact regarding Billing questions:
Email Address:

Pre Event Checklist

/

DONE

/

TO DO

Event Application Form Submitted: / ☐ / ☐ /
Location Approval: / ☐ / ☐ /
Music Arranged: / ☐ / ☐ /
Technical Requirements Arranged: / ☐ / ☐ /
Food for Attendees Ordered: / ☐ / ☐ /

Day of Event Check List

/

Done

/

To Do

Setup Food: / ☐ / ☐ /
Clean-up crew arranged: / ☐ / ☐ /
Issues reported to Building Manager or Events Staff: / ☐ / ☐ /
Arranged time for decorations: / ☐ / ☐ /
Allocated where door sales go: / ☐ / ☐ /
Setup Coat Check (Only Available in MacKeen Room) / ☐ / ☐ /

*A follow up meeting may be requested. Follow up meetings are at the discretion of management

*Event form and waiver must be passed in one week before the event

*The waiver form will be reviewed and provided at the first event meeting

Acadia Students Union

ASU Event Contract

I ______agree to the policies and procedures listed below on behalf of______and understand that failure to follow ASU Event policy procedure could result in suspension of room privileges.

____I agree to provide one sober representative for every 75 people at my event who will be onsite during the entire duration of the event. One sober representative must be a member of the planning committee;

____ I agree that all sober representatives will be present from the beginning to the end of the event;

____ I agree to provide an adequate amount of food for the guests of my event as determined by the Building Services and Events Manager or Event Services Coordinator;

____ I agree to meet with the Building Services and Events Manager or Event Services Coordinator at least one week prior to my event;

____ I understand that any damages caused during the event will be the responsibility of the party holding the event unless an individual is determined;

___ I agree to pay any costs associated with the rental no more the 30days following the event;

___ I agree to have any advertising material, including but limited to posters, Facebook, and Twitter postings approved by the Acadia Students Union

Date: ______

Name (print):______

Signature: ______

Building Services and Events Manager Signature: ______

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