1. Event Summary
This section contains the basic information regrading your special event. Care should be given to craft special event descriptions that outline your goals, objectives & the benefits of hosting your activity to your organization, your audience / guests & the University

2. Event Title
The Event Title is a titular representation of your special event & what the special event is commonly referred to as:
Event titles should be less than 120 characters long, including spaces
Principal words should be capitalized. Do not capitalize words like “a”, “and”, “in”, “of”, or “the” unless they are the first word of the special event title. Do not use all caps
Single quotation marks should be used around the titles of books, plays & movies
Example: ‘Superman: The Movie’
Please proofread titles for proper grammar & spelling

3. Event Date(s)
The Event Date is when you plan to have your special event(s)
The time frame on your final event acknowledgement is based on the times indicated in this section
For external organizations, your insurance coverage for the event must cover all time frames of the special event
If your special event takes place over multiple sequential calendar days and the special event plans are similar in nature from day-to-day, one space request and one Operations Plan may be submitted to include all of your special event plans per calendar year
Student Centers Administration may also accept one space request and one Operations Plan spanning a series of periodic dates for special events such as concert series or farmer markets that have identical special event set-up and dismantle times, site plans and service providers
If your special event plans vary significantly from day-to-day or have multiple distinct special event types (e.g. a parade with a separate festival) that may be best managed as separate special events, Student Centers Administration requires separate space requests & / or Operations Plans for the specific special event types

4. Special Event Level Level 3 Level 1 Level 2
Must be scheduled 30 days in advance
May have 100 or more current University students, faculty, and / or staff attending
May have food or drinks consumed or served at the special event
May have activity governed by a contractual agreement
May be an outdoor event that uses amplified sound
May have controversial topics discussed
May be resource / staffing intensive
May disrupt normal University operations
May have registration / admission / ticketing needs
***NOTE*** Determination of status is not limited to these guidelines
Level 2
Any Level 1 or 2’s attributes
Does not adhere to limitations within the University guest policy, but allows non-members of the University community to participate
Level 3 special events may only be held as a University wide special events as authorized by the collective University President’s Cabinet (Ex. Orientation, Hawktober & Commencement)
***NOTE*** Determination of status is not limited to these guidelines
***NOTE*** Aspects of this policy may be relaxed or heightened based on preliminary event review and level of operations / security required for the event in question
Any of Level 1’s attributes
Participation of non-members of the University community is subject to the University’s Guest Policy for special events
Confirmed or denied at least one (1) month before the tentative special event date
***NOTE*** Determination of status is not limited to these guidelines
***NOTE*** Aspects of this policy may be relaxed or heightened based on preliminary event review and level of operations / security required for the special event in question

5. Event Types Assembly / Convocation Assessment / Research
Event types are brief descriptions that help define the type of activity you plan to host. Detailed and accurate event types help ensure others understand the type of activity you are trying to hold.
Competition / Contest
Concert / Showcase
Cookout / Picnic
Contact Area / Information Fair
Dance / Party
Debate / Panel Discussion
Development / Training
Exhibition / Banner
Festival / Fair
Film / Video
Gala/ Reception
Maintenance/Set-Up
Networking / Career Fair
Rehearsal / Practice
Off Campus / Boarding
Performance / Showcase
Reception / Gala
Seminar / Lecture
Spring Fling / Senior Week
Theatrical / Dramatic
Univ. Recruitment / Campus Feature
Assembly / Convocation
Assessment / Research
Audition / Interview
Athletic / Fitness (Contact)
Athletic / Fitness (Non Contact)
Banquet / Meal
Broadcasting / Recording
Conference / Meeting
Ceremony / Worship
Civic Event / Public Service

6. Event Description
This section of the Operations Plan is intended to provide reviewers with an overview of your special event. Information you provide in this section may be used for promotional purposes including, but not limited to, print, electronic and web-based formats
In many instances, the information you provide will be used in developing the listing of the special event in the University’s calendar. Please proofread descriptions for proper grammar and spelling; there is a chance your special event may be featured on the University’s calendar

7. 25Live 25Live 25Live Reference Number 25Live Event State Definitions
The University’s space scheduling and event management system
25Live Reference Number
Event Reference Number is located in the upper right hand corner of your event / space acknowledgement .pdf and in the subject line of your
25Live Event State Definitions
Tentative – Student Centers Administration will keep a special event in “Tentative” state until all details have been satisfactorily dealt with & confirmed.  A “Tentative” state holds the space for you and Student Centers Administration will change your event to “Confirmed”, after the approval of the Director of Student Centers, in consultation with the Event Services Committee
Confirmed – Student Centers Administration will modify the state to confirmed when all of the arrangements have been satisfactorily secured.  At this point, the event detail is also viewable to the service departments
Cancelled – An event that will no longer be taking place
Denied – Your request could not be processed

8. Anticipated Attendance
Providing the estimated attendance or number of participants for your special event helps in the review of your special event plans with emphasis on public safety, venue occupancy, staffing and impact to the campus and the surrounding neighborhood
Your anticipated attendance should be based on the total number of people you anticipate that will attend or watch your event or provide support services to the special event

9. Inclement Weather Plan
Inclement Weather Location
Inclement Weather Date
If your event is planned to be held outdoors, book a suitable inside location in case of inclement weather conditions
If your event is to be held outdoors and a suitable location is not available to host the event, consider a different date for the event to be held
Inclement Weather Calls
Inclement weather calls are for the purpose of making a decision about & informing others of implementing your inclement weather plans. Student Centers Administration policy calls for inclement weather calls to be made at least on the business day before the event by
12 noon. Last minute cancellations due to inclement weather may be subject to S.C.A. last minute cancellation and / or no show policy.

10. Contact Us With Questions
Student Centers Leadership Team
Charles Amerson Director of Student Centers Gengras Student Union, Room 205 Phone:
Fallon Roberson-Roby Business and Scheduling Services Administrator Gengras Student Union, Room 205 Phone:
Matthew Matarese Coordinator Gengras Student Union, Room 205 Phone:
Marissa Theriault Coordinator Gengras Student Union, Room 205 Phone: