Fillable Form 1: Department Event Approval Form (Nicholls State University)

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Form 1: Department Event Approval Form (Nicholls State University)

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Department Name: _________________________________________________ Contact Person: __________________________________________
Phone: ___________________________________________________________ Email: __________________________________________________
Name of Event: __________________________________________________________________ Estimated Attendance: ______________________
1
st
Date Preference: _________________________________________________ 2
nd
Date Preference: _______________________________________
Is this request for a recurring event (multiple dates)? ❏ No ❏ Yes If YES, please list all event dates in detailed description.
Event Start Time: _______________ Event End Time: __________________Set-up Time: ________________ Clean-up Time: _________________
Event Participants: (check all that apply) ❏ General Public ❏ Entire Campus ❏ Faculty/Sta Only ❏ Students Only
❏ By Invitation Only ❏ Members of Booking Department Only
Do you want this event listed on the university master calendar (nicholls.edu/calendar)? ❏ Yes ❏ No
Indicate Event Location: ❏ On-Campus - Building/Room: (1
st
Choice) ___________________________________ (2
nd
Choice) _________________________________
❏ O-Campus - Name of Venue: _______________________________________________________________________________________________
Type of Event: ❏ Meeting/Lecture ❏ Banquet/Awards Ceremony ❏ Reception ❏ Fundraiser ❏ Other ______________________________________
Indicate Set-up: eater/Classroom Square U-Shape Workshop Banquet Round Banquet Long
Please list set-up and audio visual needs: ________________________________________________________________________________________
___________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________
Will food and/or beverage be served? ❏ No ❏ Yes** If yes, will alcohol be served? ❏ No ❏ Yes**
**Sodexo must provide all food and beverage for: 1) events open to the public and 2) events paid for with university funds.
Please provide a brief description of food/beverage planned for the event: _____________________________________________________________
___________________________________________________________________________________________________________________________
Event Description (include purpose of event and how it furthers the university mission): _________________________________________________
___________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________
___________________________________________________________________________________________________________________________
How will the expenses be covered for this event? __________________________________________________________________________________
Will there be ticket sales? ❏ No ❏ Yes, $ _________________ charged for pre-sale tickets and $ ______________________ charged for gate tickets.
Contact information for purchasing tickets: ______________________________________________________________________________________
How will funds be used? ______________________________________________________________________________________________________
Individuals needing ADA
accommodations contact
(985) 448-4783 or visit
www.nicholls.edu/ada
Department Event Approval Form
** Submit to the Reservations Office in Student Life **
_____ New Request
_____ Revised Request
APPROVAL PROCESS
Aer chain of command approvals are obtained, submit this form to the Reservations Oce at least two weeks prior to the event date. e Reserva-
tions Oce will continue the routing process (including the Calendar Review Board). Once all approvals are obtained, you will receive an email stating
that the event is “CONFIRMED.” You may begin advertising once the event is CONFIRMED.
_________________________________________ _________________________________________
Department Head Date Dean Date
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Form 1: Department Event Approval Form (Nicholls State University)

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Completed 23 July 2020

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