Regent-Hosted Outside Groups
Welcome all university faculty and staff event planners. There are many details involved with planning, coordinating, and executing an event, and this website is designed to help streamline all special event processes for the event planner. This page is tailored speficially for Regent departments, schools, and centers that are hosting an outside group. If you are a member of a student organization that wishes to host an outside group, please see Student Organizations.
One of the most important parts of the decision to host an outside group is to consider the relationship, which may determine which facets of the event the outside group will be paying for. A facility use agreement and invoice will be generated by Administrative Services so the group will take responsibility for the condition of the facility, and will pay for their share of the items before the event takes place.
You must complete the Special Events Approval Form (SEAF) and submit it to Academic Affairs. Contact their office if you have any questions. Click this link for the official policy for Regent-Hosted Outside Groups. The Special Events Manual is available below for your review. All event planners are expected to read the information and adhere to the established university policies.
Below you will also find a listing of the central departments that assist with various components of special events. Direct links to their website information are included. We have included an "All Forms" page including all the forms an event planner may need to complete for their event, as well as Quick-Glance Instructions to help you each step of the way. It is required that you submit your event to the events calendar as soon as the date and rooms are confirmed. Please email Administrative Services or call Gayle Wallace at 757.352.4008 if you have any questions.