Special Events Request Form

Please fill out this form completely so we may assist you efficiently.

Last minute requests may not be guaranteed due to availabilitiy of support staff and vendor deadlines. We appreciate your cooperation.

Type of Event Request:*

Event PlanningEvent ConsultationOther

Title of Event:*

Purpose of Event:

Date of Event:*

MonthDayYear

Event Start Time:*

:HourMinutesAM/PM Option

Event End Time:*

:HourMinutesAM/PM Option

Total Event Budget ($):*

Estimated # of Guests:*

Preferred Location:*

Preferred Location 2:*

Name(s) of Staff Member(s) Working the Event:*

If Special Events Staff assistance is needed on the day of the event, please let us know what is needed. We cannot guarantee our availability.

The Special Events Department will confirm if our assistance is needed and if we are available.

EVENT NEEDS:

Facilities (tables, chairs, coat racks, podium, etc.):*

Room Setup:

Mar Comm (Invitations, website, etc.):*

IT/AV (microphone, screen, videotape, conference call, etc.):*

Catering Request (please specify: passed hors d'oeuvres, stations, beverages only, etc.) *

Final count due to catering one week prior to the event.

Alcohol to be served?*

Yes - Beer & Wine only/Cash BarYes - Full Bar/Cash Barn/a

Drink tickets? (Cost is approx. $8-10/per ticket)*

Yes - 1 per guestYes - 2 per guestn/a

Total Catering Budget:*

To include all food, beverages, tablecloths, china, staff fees, etc.

Nametags needed?*

YesNo

Nametag Fields: (the submitter is responsible to supply all information.)

Class YearCompany/AffiliationBoardsOther

Photographer Needed?*

YesNo

Photographer time frame:

Cost: $150/hr, plus $1/picture. Photos go to Dropbox.

Specific Photo Requests:

Ex. Candids and/or posed; specific group shots; names of guests to be photographed, etc.

RWU Shuttle needed? (min. $200/4hrs)*

YesNo

Valet Service: (approx. $400-500)*

YesNo

Reserved Parking Needed: (Bristol Campus only)*

YesNo

Parking Spaces needed: (Bristol)*

Parking Lot: (Bristol) *

Validate Parking (Providence Campus only) $8.50/car:*

YesNo

GL# for parking Validation OR Lots 11/12:*

*Full name(s) of guest(s) for reserved or validated parking are due to Special Events one (1) week prior to the event.

INVITATIONS AND REGISTRATION:

Invites should be sent six (6 ) weeks prior to the event.

RSVP/Registration deadline is always one (1) week (working day) prior to the event.

Special Events is not responsible for creating registration forms or invitations unless they are Presidential.

Invitation Type:*

Creator/Supplier of invite:*

Who is sending the invite?***

If Special Events is taking RSVP's, we must receive a proof for review prior to it being mailed.

Who will be supplying the invitation list?***

Registration Type:*

RSVP's to:*

Special Events (events@rwu.edu)Other

Registration/Event Fee?

YesNoOther

**If Special Events is collecting RSVP's or sending invites, we require a final invitation list prior to invitations being sent. The invitation list must be in Excel, in it's final format, and on one tab.

EXTERNAL GUEST SPEAKER INFORMATION

(if applicable):

Speaker Name(s):

Speaker's Title/Affiliation (ex. Dr. Betty Smith, CEO - Builders, Inc.):

Fee Type:

Speaker's Fee ($)*:

Travel Arrangements Needed:

GL#

*Standard Engagement Agreement, Contract Review Form, and W-9 are required. Special Events will handle the paperwork once a formal agreement with the speaker is made.

BUDGET INFORMATION

Your event cannot be executed without a GL#. The department requesting assistance is responsible for any budget transfers.

GL#:*

Your event request will not be accepted without a full GL#.

GL Name:*

Amount $:*

If splitting final costs between GL#'s, pleaes complete below.

Second GL#:

GL Name:

Second Amount $:

Percentage

PLEASE READ CAREFULLY:

Once this form is received, Special Events will create a logistics memo and send to the submitter for review. These logistics will include completed tasks, responsibilities of the department/submitter requesting, and deadlines. Please review logistics carefully. The submitter is responsible to request any additional needs outside of this form with advance notice.

A final logistics memo will be sent one (1) week prior to the event to the events support group.

Questions? Please contact events@rwu.edu or 401-254-3166

Name of Submitter:*

Email*

example@example.com

Phone Number*

Area CodePhone Number

Office of Special Events:

events@rwu.edu

Molly Brigan - Assistant Director, University Commencement & Special Events

Brittney Lambert - Assistant Director of Special Events

Laura Kutsaftis - Special Events Program Administrator

Special Event Request Form

EVENT NEEDS:

INVITATIONS AND REGISTRATION:

EXTERNAL GUEST SPEAKER INFORMATION

BUDGET INFORMATION

Office of Special Events: