WEST VIRGINIA UNIVERSITY

STUDENT ORGANIZATION SERVICES

SPECIAL EVENT FACILITIES FORM

INSTRUCTIONS:

  1. Call Ryan Dunn, Student Organization Services Program Advisor for Leadership Development, 293-8201 to schedule a planning meeting for approval of your event. The meeting must occur 2 weeks prior to the event. Do not drop off a form and expect the reservation/ event to be complete.
  2. Fill out this form completely, including your organization’s faculty/ staff advisor’s signature, and bring it to your planning meeting.
  3. The Student Organization Services (SOS) Office may require that security be present at your event. This will be determined and arranged at your planning meeting.
  4. If your event requires that security (DPS) be present at the event, your paperwork must be completed and turned in 2 weeks prior to the event for security, technical equipment and physical plant. If the Special Event Form is not completed and turned in 2 weeks prior to the event, it will be cancelled.
  5. All student organization events at WVU facilities must be arranged through the SOS office. In addition, reservations at E. Moore Hall (293-5611) and the Mountainlair (293-3250) have their own reservation procedures. You should call each of them directly to reserve the facility; however, you must also fill out a Special Event Form through the SOS office in order to get your permit for the event.
  6. You will be issued a permit if your event is approved; it must be present at the event at all times.
  7. If your organization will be selling goods or services, or appropriating money in any form, you must also fill out a Concessions Permit and bring it to your planning meeting. If your organization is having a bake sale, pick up the appropriate form in the SOS office, fill it out and bring it to your planning meeting.
  8. You may put a facility on hold for the following semester, but the completed Special Event Form for the event must be turned in by finals week of the current semester. Events for the following semester will be cancelled if the completed paperwork is not turned in before the end of the current semester.
  9. You must notify Ryan Dunn (293-8201) if the event is cancelled. If your event has DPS scheduled, you must give 48 hours notice for cancellation. (Any event occurring on Saturday or Sunday must be cancelled by Thursday at 5:00pm). Your organization will be held responsible for any expenses that occur because of a failure to cancel within 48 hours.
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  10. You are responsible for making sure the facility is clean and returned to original condition. The outside grounds should also be monitored for clean up. Failure to do this may result in clean-up expenses for your organization.
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  11. If you arrive at the facility you have reserved and find it in an unsatisfactory condition, immediately notify DPS at 293-3136. If you fail to notify DPS, you could be held financially responsible for any damage.
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  12. Your organization and its guests must comply with all University, State, and Local laws and policies. The consumption or possession of alcoholic beverages or possession of weapons on University property is strictly prohibited. Failure to adhere to these rules and guidelines may result in disciplinary action in accordance with the WVU Code of Student Rights and Responsibilities.

 

 

(Updated 06-25-02)

Organization Name:____________________________________________________________

Title of Event:___________________________________Date of Event:__________________

Event Start Time:_______________End Time:_______________Set-up Time:_____________

Facility Reqested:______________________________________________________________

Expected Attendance:________________Will Money Be Collected? Yes_______No_______

*If money will be collected, you must fill out a Concessions Permit.

CHECKLIST: Will you need any of the following? (Requires 2 weeks notice)

Tables: Yes________Number________ Chairs: Yes________Number________

Electronic Equipment: Yes________ Describe______________________________________

Room Set-up:_________________________________________________________________

Other:________________________________________________________________________

Your advisor’s signature must be included on this form. Your signature below indicates that you have read this form in its entirety and agree on behalf of your organization to adhere to its instructions and policies.

______________________________________ ______________________________________

Organization Representative’s Printed Name Organization Advisor’s Printed Name

______________________________________ ______________________________________

Address Advisor’s Campus Address

______________________________________ ______________________________________

Representative’s Phone Number Advisor’s Home/ Campus Phone Number

______________________________________ _____________________________________

Representative’s Signed Name Date Advisor’s Signed Name Date

 

Office use only

Comments:___________________________________________________________________

_____________________________________________________________________________

DPS, K-Ray, Other Security______________ Physical Plant________________________

Date of Planning Meeting______________ Arts & Entertainment Contacted_____________

Approved By:_________________________________________________________________

Ryan Dunn, Program Advisor and Student Development