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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 geared to streamline all special event processes for the event planner. We have tried to tailor this page only 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, you should choose the Student Organization section.

One of the most important parts of the decision to host an outside group is to consider the relationship building; also, 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.

Also below, you will 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 to submit your event to the events calendar as soon as the date and rooms are confirmed. Please contact us if you have any questions.

Special Events Approval Form (SEAF)

Quick-Glance Instructions for Regent-Hosted Outside Groups
All Forms Alphabetical
All Forms by Department
Central Departments Assisting with Events (Contact Information)
Events Calendar
Facility Use Policy - Regent-Hosted Outside Groups
Special Events Manual

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