SMU Club & Organization Event Request Form

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Please read and acknowledge the following statement: Space requests for clubs and organizations are required two weeks in advance. Approval of event and space needs is at the discretion of the Office of Campus Life and availability of space. All food orders must be placed through Bon Appetit per Saint Martin's University catering contract. All food at meetings or events, must be approved by or ordered from Bon Appetit. Food orders and waivers must be submitted two weeks in advance. Failure to submit space, food, or other needs requests in a timely fashion may result space, food, or both being unavailable at my event or meeting.* This field is required.
I acknowledge the above statement
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Club or Organization* This field is required.
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Club or Organization Representative/Event Contact* This field is required.This contact should be able to answer questions about event needs and plans
First Name
Last Name
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Contact Phone Number* This field is required.
Area Code
Phone Number
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SMU Email* This field is required.
example@example.com
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Club or Organization Advisor * This field is required.Must be a current SMU staff or faculty member
First Name
Last Name
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Event Name* This field is required.This should be the name of the event you are using to market the event on campus
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Event Description * This field is required.What will you be doing at this event?
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Type of Attendees* This field is required.
SMU students only
SMU students and their guests
SMU students, faculty, and staff
SMU attendees and general public
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Will you invite any guest speakers/entertainment that are not SMU students, faculty, or staff?* This field is required.
Yes
No
Unsure
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Will you charge an admission fee?* This field is required.
Yes, tickets in advance
Yes, tickets at the door
No
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Please review the following flow chart provided by Bon Appetit to determine what food needs you have for your event.If you have questions about this chart or what will make the most sense for your event, please reach out to catering@stmartin.edu before placing any food orders on or off campus.
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Will you have food at this event?* This field is required.Use the previous flow chart on the previous page to check the catering policies and ensure you are following catering guidelines for your event. Food from outside vendors must be cleared through Bon Appetit prior to purchase. All food orders and waivers should be submitted 2 weeks in advance. Selecting "yes" on this form does not submit a catering order.
Yes, we will have food catered through Bon Appetit
Yes, we will have food catered through outside vendor
No, we will not have food at this event
Other
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Type of Event* This field is required.*If protests, rallies, demonstrations, or fixed exhibits are selected, a planning meeting with relevant staff will be arranged
Meeting
Social Event
Presentation/Lecture
Fundraiser
Protest*
Rally*
Demonstration*
Fixed Exhibit* (posters, sculptures, etc.)
Other
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Number of Anticipated Attendees* This field is required.
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Preferred Room Reservation* This field is required.All spaces are subject to availability and while we will attempt to accommodate all requests, some spaces may not be available. If you want to reserve a specific classroom please indicate that in the notes section of this form, otherwise a classroom will be chosen based on number of attendees you are anticipating and current space allowances.
Baran Hall - Great Room
Baran-Spangler Courtyard
Burton Hall - Addition
Cebula Hall 3rd Floor Event Space
Cebula Hall Classroom
Charneski Recreation Center Studio
Cronk Plaza (lawn between Harned & Cebula)
Ernsdorff Center Classroom
Harned Hall Classroom
Harned Hall - Lobby
Marcus Pavilion-1/3
Marcus Pavilion-2/3
Marcus Pavilion- whole space
Old Main Classroom
Parsons Hall- Meeting Room
Spangler Hall - Conference Room
Trautman Union Building - Activity Room
Trautman Union Building - Game Room
Trautman Union Building Lawn
Virtual (ASSMU Zoom or other virtual space)
Worthington Conference Center-1/4 of space
Worthington Conference Center-1/2 of space
Worthington Conference Center-entire space
Other - write in notes section at the end of form
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Preferred Room Setup* This field is required.Not all room setups are available in all spaces (ex: classrooms do not change setup)
Theater style (just chairs, facing front)
Classroom (chairs and tables, facing front)
Banquet style (tables and chairs)
Other (explain below)
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Proposed event date* This field is required.
Date
Month
Day
Year
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Set-Up Start Time* This field is required.
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Event Start Time* This field is required.
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Event End Time* This field is required.
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Breakdown End Time* This field is required.
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Equipment/Fundraising Needs*Not all equipment is available in all locations
Projector & Screen
Computer
Microphone
Sound System
ASSMU Zoom Account
Cash box for fundraiser (pick up from TUB front desk from 10:00 a.m. - 5:00 p.m. on the day of your event or on Fridays for weekend events)
Other
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Additional details (please include backup space/date/time options, additional set up info, etc.)* This field is required.
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If you would like your event promoted in the "This Week at SMU" newsletter and your flyers posted around campus, please complete the Newsletter Submission Form at https://form.jotform.com/campuslife/newsletter-submission-form
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Agreement: By typing my name below, I confirm that the proposed event adheres to Saint Martin's University requirements and standards as outlined in the Club Handbook and the Student Handbook. I understand that the Office of Campus Life will make decisions regarding staffing and security of student sponsored events and activities. Additionally, the Office of Campus Life, Dean of Students, and the Vice President of Academic Affairs reserve the right to require an additional educational component to student events, including, but not limited to, guest speakers, panels, films and discussions.* This field is required.
First Name
Last Name
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