Kristine Koehler Rebecca SwainCoordinator, Office of Student Life Graduate [email protected] [email protected]
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