Fall 2026 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@batten.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@batten.edu. Do not edit your Jotform submission.

You are responsible for reading and complying with the Batten University 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 Batten University Email
Ex. bmarlin@batten.edu
Which Student Organization(s) are requesting this event?
Ex. Marlin Enthusiast Club
Batten Faculty/Staff Advisor's Email
Ex. jwesley@batten.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
Is the event open to the Batten University Campus?
List any required admission or donation fee:
Ex. $2 cash, canned good,
Do you want this event added to the Campus Activities calendar?
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 Batten Universit student and accompanied at all times. On a limited basis, student groups may request approval from the Assistant Vice President for Campus Life (Jen Cohen) to submit a list of off-campus guests. An alphabetized list is due to Campus Security (security@batten.edu, studentengagement@batten.edu, ccartwright@batten.edu and jcohen@batten.edu) 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 Batten University email
ex. logisitics@batten.edu
Please list 3 event space requests in order of preference:
ex. First choice: CMAC, second choice: University Quad, third choice: Greer 255. If your event is space specific, please only list one space, but be aware that you may then need to be flexible on date and time. Do not list a space that will not work for your event.
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. No computer carts/projectors! Your fac/staff advisor completes a request for those in WebAdvisor. Small portable speakers can be requested through UREC and some spaces like the Harbor Grill have audio already on site.
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 Batten University email:
btmarlin@batten.edu
Please confirm you know the following about the marketing resources:
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 Batten University email
btmarlin@batten.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 Batten 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, General Manager at reserve@batten.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?
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:
Confused on how to access your agency account? Please review "Accessing Your Funds" in the Finances Section of the Batten University 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.