Please submit this form at least two (2) weeks prior to your event date.
If alcohol will be served, please submit the form five (5) weeks in advance
Planner Information:
Name of Organization: Account Number:
Co-Sponsoring Organization/Dept: Account Number:
Planner's Name: Contact Phone Number:
Planner's CU Box Number: Planner's E-Mail Address:

Advisor Information:
Advisor's Name: Advisor's Phone Number:
Advisor's E-Mail Address: Advisor's Job Title at Capital:
** Advisor will be contacted to verify approval

Event Information:
Title of Event: Date:
Location: Rain Location:
Is this Event Off-Campus? Yes
No 		Will you need to reserve rental vehicles? Yes, from a third party
Yes, from Public Safety
No
** To reserve a vehicle through Public Safety, please call 236-6504 to schedule a driver's certification test
** If event is off-campus, please supply Director of Student Activities with:
  1. A list of those traveling with emergency contact information and cell phone number for each traveler
  2. Description of vehicle(s) used for travel
  3. Address and phone number of the destination, itinerary, places where students can be reached, and a list of activities to take place during this trip.

**To get the most updated information on third party vehicle rental companies, please contact the SAO.
Start Time: End Time:
Setup Start Time: Cleanup Start Time:
Expected Attendance: Who may attend?
Just my organization members
The entire campus
Campus and Community
Goal and/or purpose of Event:
Will tickets be sold? Yes No How many? Cost? $
Is this a fundraising event? If so, will you need a cash box? Please indicate if you need petty cash and the amount ($30 maximum).
List Food and Beverage Needs:
** Events with alcohol must be planned at least 5 weeks in advance with the Director of Catering 		Will this be provided by Parkhurst?
If not, who is the donor?
Have donations been cleared through the General Manager of Parkhurst?
List Audio, Visual, and Technology Needs (i.e. computer cart, staging, etc.):
For outdoor events, do you need any services from facilities management? (i.e. fencing, electricity, etc.)
** If alcohol is served outside, it may only be served in a roped-off area by law.
Do you need services from UNICCO? (i.e. wastebaskets, ashtrays, cleaning after the event, etc.)
** Unicco services must be scheduled if the event has 100 or more people, is open to the campus/public, is in a space being used in the next 24 hours, and/or if alcohol is present.
Are you contacting any third party services? (i.e. DJ, speaker, artist, etc.) If so, whom? Please list email, phone number, web address, for performer and/or agent.
** Please keep in mind, students cannot sign contracts or any other legal documents on behalf of the university. Please have all contracts reviewed and signed by your budget manager and the Director of Student Activities. If the contract amount is $250 or more, it must be approved by the Vice President/Dean of Students.
Are you using the University Logo, name or trademark?
** These items may not be used for any events off-campus.		 Yes
No 		Has Public Relations approved your design? Yes
No
Have you placed this on the University Calendar?
Go to Inside, click on Services, then Public Relations & Marketing and click "Submit Campus Calendar Events".		 Yes
No 		Place this on CAPnet at this website:
http://oldsite.capital.edu/acad/as/communication/tvinfochannel.htm

Risk Management
Has Public Safety been contacted? Yes
No 		Will you hire Public Safety Officers?
Yes No
** You must have Public Safety present if your event has more than 100 people, is open to the campus/public, has a cash box or ticket sales, and/or the event is after hours.		 How many?
Will you require parking spaces and/or traffic control? Yes
No 		Please Explain:
What rules/policies/guidelines will you ask your participants to follow above and beyond the student handbook policies?
How will you communicate and enforce these rules?
How will you respond if someone violates one of these rule/policies/guidelines?
** Sample liability forms are available in the SAO for high-risk events.