1
Form deadlines
Complete the form as far in advance as possible. Major events must be submitted at least three
weeks prior to the PCAB date. Late requests may not be accommodated.
2
Event Coordinator (Contact) List who will be the main point of contact for questions, details, etc.
3
Requesting Entity List the Department or Committee/Club behind this event.
4
Club, Committee, Other List the Event type - club/committee meeting, major event, other event
5
Dean or Manager
Email this form to your Dean/Manager so they can type their name here - they can also email
approval to the VPA office upon review of this form.
6
Event Title List what your event will be referenced/known as.
7
Event Date The date(s) of your event
8
Event Time (start & end) Note the times your event will be 'open'
9
Pcab Presentation Date
If your event is a major event, you will need to request a date to present it at PCAB - list that date
here
10
Campus Location Requested
This is the room or outdoor space area you need to reserve BEFORE submitting to PCAB or your
Dean/Manager. Obtain this space from Taj Krumholz at xt 2771.
11
Second Choice Location If your first choice is already reserved, this is your backup
12
Cleanup Time Needed (hours) How many hours you will need before/after the event to set or clean up
13
President Speaking
If you are inviting the President to speak, note that you confirmed with President's office and who
you spoke with.
14
Other VIP Speaking If you are inviting a VIP to speak, list the names here.
15
VIP Attending (list)
If you are actively inviting, or have an indication VIPs will be attending, list them here, attach the
email confirmation from the VIP, and cc Lina Heil when you email this form to the VPA Office.
16
EVENT DESCRIPTION AND PURPOSE
This is a critical section. This is where you will not only list what your event is about and the
intended audience, but also where you will (At the end or where appropriate), indicate any budgets
being used, linkage to college goals, impact, etc. Alternatively, you can email a separate document
indicating the in depth look and financials surrounding this event, including if you are selling tickets
or expect revenue.
17
Fundraising Event (list organization)
If your event involves fundraising, please indicate the budgets involved and submit supporting
documentation detailing the fundraiser. Attach any communication with the Foundation or others.
18
Parking Lot Requested If you will be requesting ANY designated parking in a specific lot, please list the lot preferred.
19
Parking Spaces Requested
If you are requesting parking permits or specific spaces, please list the number of passes you would
like to have. Are there any reserved spaces required for VIP's? Who?
20
Pre-Reg or Registration (describe) If your event requires registration, please describe the platform used and deadline
21
AV Needs (list)
Please list any projectors, microphones, etc you will need for your event. Please attach details if
necessary.
22
Vendors (list)
If you are having vendors come on campus, you can either list them here or submit a complete list
separately.
23
Refreshments (Describe)
Please list what you are hoping to offer and cc Michael Fitzgerald when you submit this form to the
VPA Office
24
Other Items
If you feel there are additional items or notes we need to know about your event, please indicate
them here, or attach a list.
25
PLEASE READ THE FOLLOWING:
(everyone)
Everyone must fill this part out.
26
Pre-Approved Coordinators ONLY
This section are for individuals who have been pre-approved to submit their own Facilities Work
Order request, AV Requests, Parking Requests, Calendar submissions, etc. and are largely for the
major, recurring events. If you are not sure if you are a Pre-Approved Coordinator, please contact
the VPA office.
If you are pre-approved: the VPA office will NOT submit these requests for you, but will provide
support and assistance as needed, and must be included on all correspondence for that reason.
