Fall 2024 Event Request Form

Helpful Hints for Completing this Form
Events take a team to be successful. This Event Request Form is designed to support the teamwork by assigning a delegate to each section. Student Engagement encourages Student Organizations to complete this form together (with all delegates and those assisting with the event) and in-person to be sure there is clear communication about the vision of the event.

Timelines and Approval
Events are tentative until you receive an approval email from studentengagement@vwu.edu. For small and medium sized events, submit your request at least 2 weeks in advance. Large events, events with outside guests, events with alcohol, or events requesting funding MUST be submitted 30 days in advance.

If you need to make changes or cancel your event, please send them to studentengagement@vwu.edu. Do not edit your Jotform submission.

You are responsible for reading and complying with the VWU Student Organization Manual.
NOTE: Organizations can host an Event after they host their first Interest Meeting and complete the Active Registration Form. This form can be completed prior to then, but will not be approved until pre-registration process is finished.
Status Update on Your Request
Watch your email. When we have updates or changes Jotform will send you a new copy of your request and this area will change. Please do not type your notes here.
Name of Event Planning Leader*

First NameLast Name
Event Leader's VWU Email*
Ex. bmarlin@vwu.edu
Which Student Organization(s) are requesting this event?*
Ex. Marlin Enthusiast Club
VWU Faculty/Staff Advisor's Email*
Ex. jwesley@vwu.edu
Please list all the members of the organization(s) who have agreed to help with this event:*
Event Name*
Ex. Marlin Watching Party
Requested Date for Event*

MonthDayYear
Date
Request Start Time *
Please include AM or PM
Requested End Time*
Please include AM or PM
Set-Up and Clean-Up Time Needed:*
Ex. 30 min set-up, 30 min clean-up.
If requesting multiple dates, please list other dates here:
Ex. Oct. 4, 7-8pm and Nov. 6, 7-8pm. You can list multiple dates.
Event Description*
Anticipated number of participants*

Tabling (1 information table)1-20(small)21-50(medium)51+ (large) This size of event needs to be requested 30 days prior to event date and will required a Large Event Meeting with Administration
Is the event open to the VWU Campus?*

YesNo
List any required admission or donation fee:
Ex. $2 cash, canned good,
Do you want this event added to the Campus Activities calendar?*

YesNo
Alphabetized List of Off-Campus Guests (Include Vendors, Guest Speakers, or Organizations)
Student group events are not open to the public. Off-campus guests are allowed through the gate if they're registered with a VWU student and accompanied at all times. On a limited basis, student groups may request approval from the Director of Student Engagement (Jen Cohen) to submit a list of off-campus guests. An alphabetized list is due to Campus Security (Victor Dorsey, CJ Sholler) 48 business hours before the event. Guests must bring photo ID and proceed directly to and from the event. If you will not have off-campus guests, type 'Not Applicable'.
Who has been delegated to oversee set up & logisitics?*

First NameLast Name
Set up & Logistics Delegate's VWU email*
ex. logisitics@vwu.edu
Please list 3 event space requests in order of preference: *
ex. First choice: CMAC, second choice: University Quad, third choice: Greer 255
Set-Up Requests*
Ex. Tables, chairs, small stage, trash cans. Be specific in number needed and how you want them placed. That's all we provide.
Sound Requests*
Ex. 1 mic, 2 speakers (indoors only). No computer carts/projectors! Your fac/staff advisor completes a request for those in WebAdvisor.
Room Diagram:

If it's easier to draw a diagram and upload it, you may do so here.
Cancelof
Student Engagement and Facilities will be coordinating the set-up based on the information provided in your requests. It is the responsibility of the Student Leaders to check out the space & set up before the event begins!
We know that not all events will require marketing, but please complete this section:
Who has been delegated marketing responsibilities?*

First NameLast Name
Marketing delegate's VWU email:*
btmarlin@vwu.edu
Please confirm you know the following about the marketing resources:*

We will not advertise for the event until it is approvedWe can use paper, chalk, paint, etc. from Student Engagement to make advertising materials (i.e. posters, stairwell banners, etc.).Printing is the responsibility of the Student Organization and we know how to charge our agency account, if needed!We can stop by Student Engagement to request markers to advertise our event on the windows outside Campus MinistriesFlyers need to be stamped by Student Engagement in Batten 024 before they are posted!We can email a jpg or png to studentengagement@vwu.edu to include an advertisement in the This Week @ VWU email by the Thursday prior to the email being sent (Sent every Sunday).We know with Student Engagement approval that we can use sidewalk chalk to advertise the eventWe have requested a table to advertise this event (and have included the respective information above in the "requesting multiple dates" section).
THIS SECTION IS FOR PLANNING PURPOSES FOR THE STUDENT ORGANIZATION. STUDENT ENGAGEMENT ONLY VOTES ON FUNDING - WE ARE NOT RESPONSIBLE FOR YOUR SHOPPING. PLEASE REVIEW THE STUDENT ORGANIZATION MANUAL TO PLAN HOW TO ACCESS YOUR ACCOUNT. WORK TOGETHER TO PLAN HOW AND WHEN YOU WILL PURCHASE YOUR EVENT SUPPLIES.
Who has been delegated event supplies & finances responsibilities?*

First NameLast Name
Event Supplies & Finance delegate's VWU email*
btmarlin@vwu.edu
What will you need for your event? *
Are you offering food or snacks? *
Yes or No. If your event is happening in Batten Center, Boyd Dining Center, or another VWU academic-type building, you must order it through Sodexo (see Student Organization Manual for instructions) or ask to be released from the catering contract from Heather Beatty, Director of Catering and Conference Services at catering@vwu.edu. If your event is in a residential area, you may provide your own food.
Are you offering beer or wine? *
Yes or No. If yes, you must sell it through Sodexo (See Student Organization Manual for instructions). Campus Security and your fac/staff advisor must be present. Alternative snacks/drinks must be provided. Your event may not be alcohol themed (ex. kegger). You accept responsibility for enforcement of applicable laws and University policies.
If you need to buy these supplies, are you requesting funding through Student Engagement?*

YesNo
If yes, total amount requested:
If yes, we'll be in touch via email when it's under review and when a decision is made. A funding approval is separate from having your event approved.
If yes, please share an itemized list below. The list should add up to the total amount above.
If yes and approved, please let us know how you plan to access the funds in your agency account:

Make an online purchase through the Purchasing DepartmentReimbursement RequestPetty cash from our agency accountOur faculty/staff advisor has already agreed to check out the credit card and go shopping for us
Confused on how to access your agency account? Please review "Accessing Your Funds" in the Finances Section of the VWU Student Organization Manual. Please be sure you keep all of your receipts for your records!! The Student Organization is responsible for shopping and bringing supplies to the event.
Should be Empty:

NOTE: Organizations can host an Event after they host their first Interest Meeting and complete the Active Registration Form. This form can be completed prior to then, but will not be approved until pre-registration process is finished.