Student Event Planning

Tier 0 – 48 Hour Minimum

General classroom request in any academic building.

Tier 1 – 10 Business Day Minimum

Tier 1 event requests are smaller, low profile events that require little to no resources outside of the actual event venue. They include the following:

• Events or Vendor Tables located in the Brower Student Center meeting and event rooms, excluding the Event Center (Room 100)
• Events outside of the Brower Student Center that do not require any additional chairs, tables etc.
• Events outside of the Brower Student Center that do not require additional space administrator permission
  • Library Auditorium, Business Building Lounge, and Bliss Hall Lounge require additional permission and are therefore considered Tier 2 requests
• Outdoor events that do not require additional college resources (chairs, tables, electricity, signage, etc.)

Tier 2 – 20 Business Day Minimum

Tier 2 event requests are for events that require campus resources in addition to the venue being reserved. They include the following:

• Events in spaces that require additional space administrator permission outside of Brower Student Center personnel
  • Examples: Library Auditorium, Business Building Lounge, Bliss Hall Lounge
• Events outside of the Brower Student Center that do require any additional chairs, tables etc.
• Outdoor events that do require additional college resources (chairs, tables, electricity, signage, etc.)
• Events in larger rooms including but not limited to Education 212, Business Building Lounge, Brower Student Center Event Center (Room 100), and Library Auditorium.

Tier 3 – 30 Business Day Minimum

Tier 3 event requests are for major, high profile events that require extensive planning and execution. They include the following:

• Events that require the services of more than one campus service provider (Operational Services, Building Services, Campus Police, etc).
• Events taking place in any performing arts venue including Kendall Hall Theatre, Mildred & Ernest Mayo Concert Hall and the Don Evans Black Box Theatre.
• Events taking place in Athletic facilities including Packer Hall and Student Recreation Center.

Event Changes

Organizations that need to make any changes to an event, must communicate this information to the Brower Student Center Student Event Coordinator no later 7 days prior to the booking date. Changes not communicated within this time frame are not guaranteed.

Cancellations

Organizations that need to cancel an event, must communicate this information at least two days prior to the booking date. This includes the rain call for original dates or spaces. Organizations that fail to communicate an event cancellation within this period may still be held responsible for any applicable fees associated with the event.

Fronting

Registered student organizations or college departments may not serve as “fronts” for non-college groups or college departments in order for these departments/groups to gain free or discounted use of meeting space or catering services. To avoid questions of fronting, reservations made by registered student organizations must meet the following guidelines:

• The event/meeting must be conceptualized, planned, and managed by student members of the registered student organization and must be associated with a documented organization initiative.
• Any costs associated with the event/meeting must be paid by the recognized student organization.
• Student Center staff will make the final determination as to whether an event is a student event by considering the nature of the event and potential attendees and the purpose/goals of the recognized student organization.

Liabilities

Student organizations are responsible and liable for the use, care, and condition of any venue, and/or equipment reserved for their events. Organizations are required to leave all venues and/or equipment that they have used for their events in satisfactory condition. This includes but is not limited to removing all trash and decorations related to the event, and returning any moved furniture to its original setting.