Office Use Only
Date submitted: ___________________
Received by: ______________________
Approval: ________________________
Approval Date: ____________________

Event Form

Events WITH alcohol must be submitted at least 10 business days in advance. Events WITHOUT alcohol must be submitted at least 5 business days in advance. All completed forms must be submitted to the Office of Student Activities for review and all hosting organizations must have their advisor present at events WITH alcohol.

ORGANIZATION INFORMATION:
Name of Organization: 							________________________________________
Name of Requestor: 									Phone #: 			
Name of President: ___________________________________________________________	Phone #: _____________________
Name of Advisor: 				        		   			Phone #: 			

EVENT INFORMATION: 
Event Name: 										Event Date: 			
Location: 			________		Starting Time: 			Ending Time: 			
Estimated Attendance: # of students 			
Will your advisor be present at the event?     Yes    -or-    No	
What is the purpose of the event? (Please describe your event in detail and attach additional sheets if necessary.) 	

What advertising strategies will your organization be using for this event? (Please attach all flyers.)

EVENT TYPE:
Which facet of the accreditation process is this event fulfilling? (Please check all that apply.)
⧠  Social Event		⧠  with alcohol (Complete and submit pre/post list)		    ⧠  without alcohol
⧠  Educational Event 
⧠  Community Service / Philanthropic Event (Please complete Volunteer Record Form after the event)  
⧠  Internal Program (For active, organization members only)  	                ⧠  External Program (Open to all of campus)

FINANCIAL INFORMATION:
What is the total estimated cost of the event? 									
Will students be charged? 	Yes    -or-    No 			If “Yes”, what is the charge? 			
Will non-students be charged? 	Yes    -or-    No 		If “Yes”, what is the charge? 			
Will there be fundraising at this event?   Yes    -or-    No 		If “Yes”, is it philanthropic? Yes    -or-    No 
* If “Yes”, please submit a Solicitation Form with this form.
Is a corporation or other sponsor(s) involved with this event? 	Yes    -or-    No
* If “Yes”, attach documentation describing the type(s) of sponsorship provided by the corporation or other sponsor(s).

ROOM RESERVATIONS: All organizations are responsible for requesting available spaces and/or any transportation through the 25Live event request system (events.saintleo.edu). To create an account, please contact the Assistant Director of Student Activities at ext. 8856 or the GA for Student Activities at ext. 6525. 

CATERING: All food service requests must be conducted and approved through Dinning Services at ext. 8345 or by email which is catering@saintleo.edu . 

ROOM SET-UPS: Any setup or break down of equipment or spaces must be made with Physical Plant Operations through the work order request site https://www.maintenanceconnection.com/mcv18/online/mc_login.htm.  It is the responsibility of the organization to make requests as needed.  For further information, please call ext. 8362. 	

MEDIA/EQUPIMENT REQUEST: Technology requests must be conducted through Media Services in the basement of The Cannon Memorial Library. Organizations can put in a work order through their website at https://helpdesk.saintleo.edu/HomePage.do or by calling ext. 8470.  

All organizations: Each and every request of a student organization must be compatible with their purpose as stated in the constitution and/or by-laws of the organization, governing University body, mission and values set forth by the University, rules and regulations of the Board of Trustees of Saint Leo University, Code of Conduct, rules and regulations for the different facilities of the University, laws of the State of Florida and federal government.  If the requested event/activity is not compatible with any of these organizations, the activity will not be approved.

We understand that this form must be completed and approved at all levels before it will be considered for approval. We also acknowledge that the organization MUST receive approval before the event/activity is held or announced by means of advertising, final reservations, or final arrangements. Approval of this form is for permission for the event only. 

We have read and understand the Saint Leo University Code of Conduct and we accept responsibility for compliance with Saint Leo University policies and regulations. The organization also assumes full liability for any claims, damages, or injuries resulting from non-compliance with the policy and regulations, and hold the University and its agents NOT RESPONSIBLE from any and all such damages and claims.

Greek Life organizations:  I have read and understand the policies and procedures of Greek Life and Saint Leo University. I understand consequences may result should I or my organization be in violation of any policies and procedures and are subject to suspension or prohibition of privileges. I further understand that my organization and my advisor bare sole responsibility for the above event.

___________________________________		___________________________________		____________	__________________________
President’s Name			President’s Signature			Date 		Phone Number 

___________________________________  	___________________________________		____________	__________________________
Requestor’s Name			Requestor’s Signature			Date		Phone Number

___________________________________		___________________________________		____________	__________________________
Advisor’s Name				Advisor’s Signature			Date 		Phone Number 
 Equipment Request

 Equipment Request