Student Event Request
  • Student organizations and events are an integral part of student life at Capital University. Conference Services understands our students are busy, so we want to make planning your event as easy as possible.

    Keep in mind that all student events must first be approved by Student and Community Engagement before Conference Services can make any necessary reservations. Complete the student event planning form to get started. Once your event has been accepted by Student and Community Engagement, we will contact you to discuss the details.
     

    Please submit this form at least two weeks prior to your event, or five weeks if alcohol will be served. Additionally, fill the form in detail to avoid prolonged approval process.
     

    Planner Information

    Required fields are marked with an asterisk.* 

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    Organization/Department*
     
    Account Number*
     
    Co-sponsoring Organization or Dept
     
    Co-sponsor Account Number
     

     
    First Name*
     
    Last Name*
     
    CU Box Number
     
    Phone*
     
    Email*
     
     

     
    Advisor Name*
     
    Advisor Phone
      
    Advisor Email*
     
    Advisor Job Title at Capital
     

    Event Information

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    Event Title*
     
     
    Date*
     [None] Select a Date Delete the Date 
    Please list additional dates if this is a recurring event.
     
    Location*
     
    Rain Location
     
    Start Time
     
    End Time
     
    Setup Start Time
     
    Cleanup Start Time
     
    Is this event off-campus?
        
     
    Would you like this to be a DeBo's Challenge event?
        

     
    Will this be an outdoor event?
        
    If the event is outdoors, will you need facilities items such as water, electricity, etc.?
        

     
    Event Goals and/or Purpose*
     
      
    Expected Attendance*
     
    Who is invited?
                           

     
    Will tickets be sold?*
     
        
     
    If so, how many?
      
    Ticket Cost
     

     Event Details

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    Is this a fundraising event?
        
    If you need a cash box, how much petty cash do you need?
      (max $30)
      
    Do you need rental vehicles?**
     
     

     
    Do you plan to have food and beverage at your event?*
     
    Will someone be donating the food and beverages?

    This donor must be cleared by the general manager of Parkhurst. 
    List your food and beverage details here (ex: catering by Parkhurst, bringing own food, etc.).*
    See footnotes for requirements.***
     
      

     
    List your audio, visual, and technology needs. (e.g., computer carts, staging)
     
     For outdoor events, please list any services you need from facilities management. (e.g., fencing, electricity)
     
     Please list any services you need from Aetna?**** (e.g., wastebaskets, cleaning after the event)
     
    Are you using any third-party services? ***** (e.g., DJ, artist, speaker). If so, please provide the name, services provided and contact information for each.
     

     Event Promotion

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    Are you using the Capital University logo, name or trademark?
        
    Has Publications and Marketing approved your design?
        
      
    Is this event listed on the capital.edu events calendar?
        
     

    Flyer Promotion and Distribution

    If you have a flyer for the event, please submit it to sce@capital.edu for approval or come to the Student and Community Engagement Office with a copy. This copy will be stamped for approval and flyers may be copied with the stamp. Due to space availability, flyers may not be displayed more than 10 business days (two weeks) before the event, unless an exemption is granted. The SCE will distribute all flyers for our organizations.

     
    You will need 73 flyers for distribution throughout campus, 53 flyers for residence halls only, or 20 copies for academic halls only.

    Banner Promotion and Distribution

    To promote this event with a banner in the Harry C. Moores Campus Center, please email sce@capital.edu to request a space. Due to space availability, banners may not be displayed more than 10 business days (two weeks) before the event, unless an exemption is granted. Banners must be approved and will be distributed by the SCE. 
     

     Risk Management

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    Are you going to hire Public Safety officers?****
        
    How many?
     
     
    Has Public Safety already been contacted?
        
     
    Will you require parking spaces and/or traffic control?
        
    If so, please explain.
     

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    *Please click the Submit button once and wait a minute for the page to refresh* 

     

    **To reserve a vehicle through Public Safety, please call 614-236-6504 to schedule a driving test.  If the event is off-campus, please supply the director of student involvement with

    • A list of those traveling, with emergency contact information and a phone number for each traveler.
    • Description of the vehicle(s) used for travel.
    • Address and phone number of the destination, detailed itinerary, and places where students can be reached.

    Contact the Office of Student Involvement for information on third-party vehicle rentals.

     

    ***Events where alcohol will be served must be planned wiht the director of catering at least five weeks in advance.

     

    ****Aetna Services and Public Safety Officers are required if your event:

    • Has more than 100 people
    • Is open to the campus/public
    • Is in a space that will be used within 24 hours following your event
    • If alcohol is present

    *****Please keep in mind that students cannot sign contracts or any other legal documents on behalf of the University. Please have all contracts reviewed and signed by your budget manager and the director of student involvement.  Contracts for $250 or more be approved by the dean of students.