kristine koehlerrebecca swain coordinator, office of student lifegraduate assistant...

Kristine Koehler Rebecca SwainCoordinator, Office of Student Life Graduate Assistantkristine.koehler@nau.edu rebecca.swain@nau.edu

All on-campus events must be approved by the Office of Student Life

Meet with a staff member during walk-in hours every weekday from 1:30 to 5 pm

Fill out the Event/Activity Approval Request form

Start this process at least 2 weeks before your event

Your event is being held off campus You need a room for a meeting that is

open only to your members You want to reserve a booth or space

on the Pedway to hand out information only

You should bring the following information with you when you come to walk-in hours:› Name of your student organization and

your advisor› Name of your event› Time, date, and place› Description or idea of what you want to do

Contact information is on back of Event Approval form

Be sure to ask about any fees for room set-up or technology

Provide a copy of your reservation with your completed form

Off-campus speakers or performers Student organization responsibilities:

› Contact speaker about availability› Provide name, address, phone number, and

Tax ID number to Student Life Office of Student Life responsibilities:

› Review contract and insurance requirements› Contact speaker regarding contract› Work out all details with speaker

Working with Sodexo› Most of the time you will need to use

Sodexo› No Frills Catering› https://northernarizona.catertrax.com

Outside food› Donations or pre-packaged food› Must get food waiver approved

Used for events where there is a foreseeable risk of injury or harm to participants

Forms must be filled out completely, including insurance information

Forms are returned to the Office of Student Life following event

Campus Safety/NAUPD Parking/Shuttle Services NAU Central Ticket Office

Used whenever you are selling tickets or merchandise or collecting donations

Completed form should be turned in to Office of Student Life after your event

Bring your signed Event/Activity Approval Request form and any other required documents to the Office of Student Life

Staff will review and sign off on your event

Pick up your signed Approval form and keep it handy during your event

Do not market your event until you have received final approval from the Office of Student Life!

Marketing Ideas› Bulletin boards in the Union› Bulletin boards in Residence Halls› TV monitor outside Office of Student Life› Student Organization Newsletter› Facebook

Suggest an event Walk through the planning steps

together