RWU Events Request Form

Special Event 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.
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 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.
Yes - Beer & Wine only/Cash BarYes - Full Bar/Cash Barn/a
Yes - 1 per guestYes - 2 per guestn/a
Total Catering Budget:*
To include all food, beverages, tablecloths, china, staff fees, etc.
YesNo
Nametag Fields: (the submitter is responsible to supply all information.)

Class YearCompany/AffiliationBoardsOther
YesNo
Photographer time frame:
We will request an internal photographer, but if an external photographer is required, costs will vary dependent on vendor.
Specific Photo Requests:
Ex. Candids and/or posed; specific group shots; names of guests to be photographed, etc.
YesNo
YesNo
YesNo
Parking Spaces needed: (Bristol)*
Parking Lot: (Bristol) *
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.

The Events Department is not responsible for creating registration forms or invitations but we can coordinate design services with our Marketing team and review to make sure details are in order.
Invitation Type:*
Creator/Supplier of invite:*
Who is sending the invite?**
*If Special Events is taking RSVPs, we must receive an invitation proof for review prior to it being mailed/emailed.
Who will be supplying the invitation list?**
*Please review invite list guidelines at the bottom of this section.
Events Office (events@rwu.edu)Other
Registration Type:*
Registration/Event Fee?

YesNoOther
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:

Car ServiceHotelTrainNoneFlightOther
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 $:*
PLEASE READ CAREFULLY:

Once this form is received, the Events Office will create schedule a meeting to review details and begin the event logistics memo. 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 service providers within our events support group.
Name of Submitter:*
Email*
example@example.com
Phone Number*

Area CodePhone Number
RWU Events Department

Contact our office if you have any questions at 401-254-3166 or Events@RWU.edu. Our team is looking forward to working with you on your event
Should be Empty:

Special Event Request Form

EVENT NEEDS:

INVITATIONS AND REGISTRATION:

EXTERNAL GUEST SPEAKER INFORMATION

BUDGET INFORMATION

RWU Events Department