Special Event Request Form printable pdf download

Office Use only

Staff to make copy of packet and return

copy to student as receipt

Date Received: ______/______/______

Eastern Michigan University

Special Event Request Form

Staff Initials: _______________________

Please read the information below prior to submitting a special event form.

 Use this form if a recognized student organization intends to host an event on campus other than a regularly held

organization meeting.

 It is required that all contacts of said organization be up to date with both Campus Life and Event Planning prior to

submission of this form. Students need to be “approved signers” for the organization by the President in order to

submit a request form.

 Submitting this form does not constitute an automatic approval of the event nor is this a confirmation for said event.

Venue staff will provide further documentation that could include pricing, additional policies, detailed information for

event etc.

 Group is to answer each question and provide point totals where necessary. Completed forms are returned to venue

hosting event. For Pease and Convocation events, please return to Marcy Szabo at the Convocation Center. For

events inside the REC/IM or at University Park, return forms to Lou Gianino at the REC/IM Front desk. All other event

requests are returned to the Event Planning office at the Student Center. Incomplete forms and/or forms with missing

signatures will not be accepted.

 For medium and high risk events, please submit the form at least 30 business days prior to the event date, and allow

up to two weeks from the date of submission for your application to be reviewed by event committee. Medium and

High Risk events require organization adviser signature. Said committee will either approve or deny the event based

on information given on this form. You will be notified of the decision via the email address provided here.

 Probate and new initiate show requests require a minimum of 14 business days notice with a completed event form.

For these specific events, please return this form to the Event Planning office. You will be notified of the decision via

the email address provided once the request is reviewed by the Department of Public Safety and Campus Life.

 High risk events will require the host organization and adviser to meet with venue staff and DPS prior to their event.

Failure to attend this meeting will result in cancellation of event.

 The committee reserves the right to ask additional questions about information submitted on the form. If more

information is needed, the approval process does not continue as additional information is being gathered. New

information will need to be reviewed by committee.

 Specific type of events (University pool events, car smashes, etc) and high risk events require insurance. It is the

responsibility of the host organization to acquire said insurance. Please visit

for more

information. If the national organization has ability to provide insurance for this event, information noting amount of

required coverage, liability and persons to be named in coverage can be provided by Committee members.

 Volunteers from the host organization are required to be present and to assist in managing of the event for its

duration. Responsibilities include but not limited to controlling entrance procedures, ushering, house management,

communicating with guests on behavior issues and event security with DPS and facility staff instruction. The number

of volunteers needed will be based on risk level. Venue manager will review this with you prior to event.

 NEW for 2014 – 2015 School Year – Campus Life will cover estimated charges for security at events where DPS is

required or requested based on preliminary information during planning of the event. If the final amount following the

event is more than the estimated cost for DPS services, the host organization is responsible to pay the difference.

Beginning in fall 2015, all DPS or security charges will be the responsibility of the host organization.

By signing below, you have read and understood the above information

__________________________________________

________________

Primary event contact signature

Date

Special Event Request Form

Related Articles

Related forms

Related Categories