Event RequestLoading...Club/Organization RequestObtain Event Approval (minimum 3 weeks prior) This form must be completed before any event is scheduled and submitted NO later than 3 weeks prior to the event. Submit a completed Event Request to your club/org advisor for approval. Submit completed form to the Office of Student Life. What is your role?What is your role?Advisor for clubStudent requesting the eventClub/Organization Event InformationName of OrganizationClub Organization (Hidden Key)Event TitleWhat type of event?What type of event?On CampusOff CampusStart DateEnd DateAll students attending off campus events will be required to submit: Student Travel FormRelease and Waiver of Liability and Indemnity AgreementList the Names of the people attending this eventEvent DateWarning: This Form is being submitted less than 3 weeks before the event. You will need to meet with me in person to finalize details. There is no guarantee that your event will be approved. Start TimeEnd TimeHas this been requested/reserved?Has this been requested/reserved?Room is reservedZoom link is created and settings have been updatedNo location reservedZoom LinkLocationEvent DescriptionNumber of People ExpectedEvent RequestorFirst NameLast NamePhone NumberEmailI understand that my typed e-signature is my legally binding signature, per Minnesota Statutes, Section 325L.07.Event Requestor SignatureClick to Sign...Is the Club Advisor Attending the event?Is the Club Advisor Attending the event?YesNoClub Advisor ApprovalFirst NameLast NameEmail (@minnstate.edu not Navigate)Advisor Signature ApprovalClick to Sign...Event Outcomes Plan for Event Promotion including Purpose of the event – what do you hope to accomplish? Target audience – who is this event for? Students? Campus community? Community members? Determine type of publicity needed. Examples include: Flyers, Posters, Table Tents, Student Life Campus Center Monitors, Student E-Newsletter, Online Calendar, Facebook, Twitter, Campus TV Monitors, or the NHCC Website. Expected benefits/outcomes of event?Event FundingDevelop a detailed budget. Determine which items will require funding (speaker fees, catering, promotion, etc.) and build expected costs into the event budget. If additional funding is needed, ask to be put on a Senate meeting agenda to request additional funding. Total Event BudgetClub/Org Cost CenterPublicity Flyers/Posters on Campus You are responsible to create your own flyers for events and submit to Student Life for approval. All posted NHCC material must have the ADA statement in the footer of their flyer: “North Hennepin Community College is a member of the Minnesota State Colleges and Universities System and an equal opportunity employer and educator. This document is available in alternative formats to individuals with disabilities by calling 763-493-0555 or through the Minnesota Relay Service at 1-800-627-3529. North Hennepin Community College’s Access Services office can be reached at 763-493-0555.” The flyer must also have “Hosted By (your club/org)” and the “Student Life Fee Funded” stamp somewhere on the flyer. Once the flyer is approved by OSL, you may request flyers (maximum 10) and posters (maximum 4) if desired. The OSL will post flyers/posters around campus. Logistics (2 weeks prior) Flyers (10 max) *You are responsible for creating the flyers, but we can print them in the OSLPosters (2 Max) $7.10Table Tents (CC only)Campus Center Big MonitorOnline CalendarStudent Life Facebook & TwitterNHCC WebsiteCampus TV MonitorsOther:OtherEvent Logistics Arrange for Set Up and Tear Down You are responsible to set up and tear down your event. Make sure that your club/organization plans ahead to assure that you have adequate help on both ends. Communication Details with Speakers and Guests Make sure your speakers and/or outside participants have been briefed on when to arrive, expectation for testing of audio/visual equipment in advance of any presentation, where to park, how to get to the venue, names of people greeting them, etc. Paid speakers should know that NHCC cannot pay the day of event – state statute allows for payment within 30 days of the event date. Confirm All Arrangements Event Requestor should confirm all arrangements for the event with Student Life. (space, promotion, security, set-up and tear down, volunteers, speakers, food, IT, miscellaneous equipment, contracts, purchase order, etc.). Will you be having guest speakers at your event?Will you be having guest speakers at your event?Paid SpeakerUnpaid SpeakerMaintenance NeedsMaintenance RequestMaintenance RequestNoneStageTablesChairsOther: (popcorn machine, table cloths for a fee, trifolds etc.)OtherStage SizeFullHalfNumber of TablesNumber of ChairsPlease explain event set up so a Facilities Request can be accurately completed by the Office of Student Life.IT NeedsProjector/ScreenMusic CapabilitiesMicrophone (s)Other:OtherNumber of MicrophonesFood & Catering Order food All food on campus can be catered by a License Food Vendor. Work with the Student Life Coordinator to place your order. Will you be ordering food for this event?Will you be ordering food for this event?YesNoNumber of PeopleService TimeSet-up TimeClean-up TimeOTHERRequest miscellaneous items Items are available to rent upon request. Complete separate rental form Popcorn Machine RequestRequest miscellaneous items Items are available to rent upon request. Complete separate rental form Popcorn Machine RequestPopcorn machineCameraEaselsArrange for Photography/Videography Most events on campus can be photographed or recorded by someone in your club/org. For larger, institutional events of interest to the general public, a request for photography services can be submitted to Student Life. Photos and video of the event should be emailed to the Student Life Coordinator for use in college news/social media/publications immediately following the event. Contact studentlife@nhcc.edu. Arrange for Photography/Videography Most events on campus can be photographed or recorded by someone in your club/org. For larger, institutional events of interest to the general public, a request for photography services can be submitted to Student Life. Photos and video of the event should be emailed to the Student Life Coordinator for use in college news/social media/publications immediately following the event. Contact studentlife@nhcc.edu. YesNoSpecial Accommodations Access Services can assist you with any student access services required for your event. Email Access Services at disability@nhcc.edu for assistance. Special Accommodations Access Services can assist you with any student access services required for your event. Email Access Services at disability@nhcc.edu for assistance. YesNoPublic Safety Needs (Arrange for Security and Parking) If you need visitor parking passes, please contact the Information Center at info@nhcc.edu. If you need to reserve parking spaces for your event, contact the Office of Student Life. If Public Safety staff is required for your event, send a request to the Office of Student Life. For events requiring security outside of normal working hours, overtime must be approved in advance by the Director of Public Safety and that cost will come out of your club/org budget. Please plan for additional time for events that require overtime staffing, and budget accordingly. Public Safety Needs (Arrange for Security and Parking) If you need visitor parking passes, please contact the Information Center at info@nhcc.edu. If you need to reserve parking spaces for your event, contact the Office of Student Life. If Public Safety staff is required for your event, send a request to the Office of Student Life. For events requiring security outside of normal working hours, overtime must be approved in advance by the Director of Public Safety and that cost will come out of your club/org budget. Please plan for additional time for events that require overtime staffing, and budget accordingly. YesNoLiability RiskLiability RiskYesNoPPE NeedsPPE NeedsYesNoAdditional CommentsAdvisor ApprovalEvent Request ApprovalEvent Request ApprovalI have reviewed this event submission and support this submissionI understand that my typed e-signature is my legally binding signature, per Minnesota Statutes, Section 325L.07.Advisor SignatureClick to Sign...ContinueBackSubmitBack
