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Student Event Request

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    Student and Community Engagement and Conference Services work together to make the event planning process for student organizations as easy as possible.

    This form should be used for all on campus organization events. Please complete it in its entirety- not doing so will delay the approval of your event. Once submitted, the event will be approved by the SCE and forwarded to Conference Services who will reserve space and reach out to you about any other details needed for your event.

    We ask that you submit this form at least 2 weeks prior to your event, or 5 weeks if you are asking consideration for alcohol to be served. If you do not receive confirmation for your event within 3 business days, please contact Conference Services at 614-236-6200, events@capital.edu, or by visiting their offices on the second floor of the Student Union (across from Weiler Conference Suites.)

     

    Planner Information

    Required fields are marked with an asterisk.*

    Organization*
       

    Account Number
    *
     

    Co-sponsoring Organization or Department
     

    Co-sponsor Account Number
     


    First Name*
     

    Last Name
    *
     

    Student ID Number
    *
     

    Phone
    *
     

    Email
    *
     


    Advisor Name*
     

    Event Information

     
    Event Title
    *
     

    Date
    *
     [None] Select a Date Delete the Date

    Please list additional dates if this is a recurring event.

     

    Location Requests
    (Please list in preferential order)
    1.   
    2. 
    3. 

    Do you need more than one room for this event? If so, please list below.


    Rain Location

     

    Start Time
    *
      

    End Time
    *
      

    Setup Start Time
    *
     

    Cleanup Start Time
    *
     
    Expected Attendance*
     

    Who is invited?*
              
     

    Description of Event* (If your event is open to campus, this description will be used for Stall Talks.)
      
      
     
    Will tickets be sold?* (Please note: If you are using Student Government funding, Capital students cannot be charged.)
             

    If so, how many?

     

    Ticket Cost



     Event Details


    Is this a fundraising event?*
     

    Cash boxes are available on a first-come, first-served basis and can be checked out in the SCE.

    Do you plan to have food and beverage at your event?*
     

    Would you like consideration for alcoholic beverages to be served at your event?

     
     

    List your food and beverage needs here (ex: catering, bringing own food, etc.).
    *
      

    What will you need at your location or room? (e.g., computer carts, staging)

     
     


    For outdoor events, please choose any services you need from facilities management. (e.g., fencing, electricity)

     
     


    Please list any services you need from Aetna? (e.g., wastebaskets, cleaning after the event)

            
     


    Are you using any third-party services? (e.g., DJ, artist, speaker). If so, please provide the name, services provided and contact information for each.



    Please Note
    : All contracts must be approved through the SCE and University Legal Counsel. All contracts are signed by the VP of Business and Finance or a designee. No student organization representative may sign a contract. To get approval, please send to sce@capital.edu.

    Public Safety Officers may be required if your event:

    • Has more than 100 people
    • Is open to the public
    • If alcohol is present
    Your organization is responsible for covering the cost of public safety officers. Conference services has the final say on officer requirements and will inform you of these requirements. The Public Safety Special Duty Officer Form must be submitted to conference services before space is reserved.


      

     *Please click the Submit button once and wait a minute for the page to refresh*