Event Support Request |

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Event Support Request

Complete this form at least 6 weeks before your event. A planning meeting will be scheduled within 5 business days of submission.

"*" indicates required fields

1. Requestor Information

Full Name*

First Last

Regent Email*

Your Role / Title*

Department / School*

Supervising Director / Approver

This person will co-sign the planning agreement.

2. Event Details

Event Name*

Expected Attendance*

Event Date*

Start Time

End Date (if multi-day)

End Time

Preferred Venue / Location

Event Type

Event Description*

3. Support Requested

Important: Checking a support area does not guarantee full ownership by the Office of Events. Responsibilities will be confirmed in writing during your planning meeting.

Select the areas where you are requesting support

Logistics & venue
Room booking, setup, teardown, parking

A/V & tech setup
Microphones, projectors, livestream, recording

Marketing & promotion
Flyers, social media, email announcements

Catering coordination
Vendor sourcing, dietary needs, service

Budget & finance
Invoices, purchase orders, reimbursements

Staffing & volunteers
Day-of coordination, volunteer recruitment

Describe your specific support needs

Who on your team will be primary day-of contacts?

4. Budget & Financial Agreement

Non-Negotiable: The following budget terms are required conditions of receiving support from the Office of Events. Submission of this form constitutes agreement to these terms.

Total Event Budget ($)*

The full approved budget for this event, inclusive of all expenses.

Amount Allocated to Office of Events ($)*

A predetermined allocation is required for the Office of Events to coordinate effectively. This will be confirmed in the planning meeting.

Budget notes or restrictions

Catering & Budget Terms – Non-negotiable

By submitting this form, the requesting team agrees that: (1) catering vendor selection, coordination, and service management is solely at the discretion of the Office of Events; (2) the requesting team will not independently engage catering vendors without written approval from the Office of Events; and (3) a predetermined budget allocation must be confirmed and transferred to the Office of Events prior to any coordination beginning. Failure to meet these conditions may result in withdrawal of event support.

Budget consent*

I understand and agree to the catering and budget terms above as a condition of receiving support from the Office of Events.

5. Planning Meeting & agreement

Your availability for a planning meeting

A 45–60 min meeting will be scheduled within 5 business days of your submission.

Known constraints or concerns

Has your team run this event before?

By submitting this form, you acknowledge that: (1) all support responsibilities will be formally assigned in a written planning agreement following the kickoff meeting; (2) the Events Office is not responsible for any planning tasks not explicitly assigned in that agreement; and (3) submission does not guarantee support availability — requests made fewer than 6 weeks out may be subject to reduced support.

Terms consent*

I have read and understand the above terms and agree that a signed planning agreement is required before support begins.