Fillable Texas Woman's University Special Event Request Form

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Texas Woman's University Special Event Request Form

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TexasWoman'sUniversity 

SpecialEventRequestForm



EventName:______________________________________________ EstimatedAttendance(REQUIRED):_______________

TWUDepartment/OrganizationorExternalCompany/ClientName:___________________________________________________

Typeofevent:

Reception/BanquetCeremonyLectureRacePerformance/ConcertOther:________________

Affiliation:

TWUFaculty/StaffTWUStudentTWUAlumniOther



EventDate:_____________________SetUpTime:____________EventStartTime:____________EndTime____________

Is$beingexchangedattheevent?

YesNo

Ifyes,time$willbegin:____________Time$willend____________

Location:

DentonDallasHoustonBuilding(s):____________________Room(s):____________________________

Willamplifiedsoundbeused(outdooreventsonly).

YesNoIfyes,givedetails:__________________________________

Givedetailsofanyexternalcomponents(speakers,attendees,etc.):___________________________________________________

Hasafundingsourcebeenidentifiedtocovereventcosts?(TWUgroupsonly)

YesNo

Whowillbeattendingtheevent?(checkallthatapply)



Thegeneralpublic CurrentTWUstudents/faculty/staff



Membersoftherequestingorganization/entity Invitedguestsoftherequestingorganization/entity



Willalcoholbeserved?YesNoIfyes:

*Alcoholicbeveragetobeserved(selectallthatapply):

CashBarOpenBarKegWineOther:_____________

*Whatbeverageswillbeservedtoguestsunder21?_____________________________________________________________

*Whatprovisionswillbemadetoensurethoseunder21willnotbeservedorconsumealcohol?:__

______________________

Iunderstandthatitisillegaltoconsumeortopossesswithintenttoconsumeanalcoholicbeverageinapublicplaceatanytimeafter12:15amuntil7am,Monday‐

Saturdayandfrom1:00am–12noononSunday.IherebyagreetoensurecompliancewithapplicablestatelawsandUniversityp

olicygoverningtheuseofalcoholic

beverages.IfurtherunderstandthatI,andtheentityIrepresent,willbeheldliableforcleanupand/ordamagestothefacility,equipment,orfurnishingsofthe

Universityoccurringfromthisevent.Ihavereceived,read,andagreetocomplywiththepoliciesandproceduresofTexa

sWoman’sUniversityrelatedtoevents.



Name:____________________________________ Signature:__________________________ Date:_________________

Email:_________________________________________________________________ Phone:_________________________

Address:_________________________________________________________________________________________________

STUDENTORGANIZATIONS

DirectoroftheCenterforStudentDevelopment(Denton)or

StudentLifeAssistantDirector(Dallas/Houston): ________________________________________



Signature Date

TOAVOIDCANCELLATION,PAYMENT FORSECURITYMUSTBERECEIVEDATLEAST15WORKINGDAYSINADVANCEOFTHEEVENT.



OFFICEUSEONLY



FacilitiesCoordinator: ________________________________________



SignatureDate

AdministrativeOfficer: ________________________________________



TWUDPS: ________________________________________



Notes:__________________________________________________________



RECOMMENDATIONS



NumberofOfficers:____________



ChargeTimeStart:____________



TimeEnd:____________



NumberofTotalHours:____________



AmountOwed:____________

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TexasWoman'sUniversity 



SpecialEventPolicy



TexasWoman'sUniversitydefinesaspecialeventasanyeventwithanantic ipa tedattendanceof100individualsormore,oranevent

wherealcoholisserved,oraneventwheremoneyisexchanged,oranoutdooreve ntwith theuseofampl ifiedsound.ThisSpecialEvent

Policy,whichincludesguidelinesdes

ignedtoprovidesafetyandriskmanagementforspecialevents,appliestoalleventsofthissize

notspecificallyexemptedbytheSpecialEventsReviewCommittee.



Facilities:Facilitiestobeusedwillbedeterminedbythetypeofeventandtheprojectedattendance.

Exceptions:EventsmanagedbyUniversityadministrativecomponentsmaybeex

empt.Additionally,theSpecialEventsReview

Committeemayrevieweventsco‐sponsoredbytheUniversityandanotherorganization,forexceptionand/orexemption.



Guidelines:

1. OneDPSEmployeeper100participantsisrequiredtobepresentatallspecialeventsandatalleventswherealcoholisserved

unlessth

eSpecialEventsReviewCommitteereviewsandrecommendsanexceptiontothepolicy.Thesponsoringorganization

orindividualisresponsibleforpaymentforsecurityservices,andpaymentisdue

15workingdayspriortotheevent.TheLarge

Event/AlcoholUsagerequestformmustbereturnedtothefacilities'coordinatorbeforeaneventcanbeconfirmed.

2. Alllatenighteventsmustendby1:00am.Cleanupmustbecompletedby2:00am.Foroutdoorevents,amplifiedsoundmust

endby10:

00pm.Alleventsmustcomplywiththecitynoiseordinances.TheSpecialEventCommitteemustapproveoutdoor

eventswithamplifiedsoundthatmayconflictwitheventsinnearbybuildings.TheUniversityreservestherighttostoporreduce

soundifcomplaintsarereceived.

3. Estimatesofattendancemaybeinc

reasedordecreasedbytheSpecialEventsReviewCommittee.

4. TexasWoman'sUniversity,throughtheSpecialEventsReviewCommittee,reservestherighttorefusetheuseofbuildings,

grounds,andfacilitiesforanyactivityforreasonsofpriorityusebyuniversitygroups,calendarissues,non‐payment,orconcerns

forcommunitysafety.

5. Thespons

oringorganizationorindividualisresponsibleforleavingthefacility,grounds,andparkingareasfreeoftrashand

litter.Forfeitureofallorpartofthedepositoractualchargesmayberequiredifitisnecessarytoprovideadditionalcleaning

afteranevent.

6. Officerswillmakerou

ndsthroughthebuildingsandnearbygrounds,andadditionalofficersmaybeassignedtoparkingareas.

Officerswillremainondutyatleast1houraftertheeventendsand/orallguestshaveleftthe

TWUcampus.

7. TheSpecialEventsReviewCommitteewillinclude:DirectoroftheStudentCenter,DirectoroftheCenterforStudent

Development,DirectorofPublicSafety,DirectorofConferenceServices,AssistantDirectorofConferenceServices,Coordinator

ofAcademicFacilities,andAssociateVicePresidentforStudentLifeand/ortheirdesignees.Thecommitteemeetsonaregu

lar

basistoreviewreservationrequests.

8. TexasWoman’sUniversityreservestherighttodesignatelocations,times,andconditionsunderwhichalcoholicbeveragesmay

beservedandunderwhichpersonsoflegaldrinkingagemayconsumeorpossessbeer,wine,ordistilledspiritsinoronany

propertyunderth

econtrolorjurisdictionoftheUniversity.

a. AlcoholmaynotbeservedatanyUniversityacademicorclassevent.

b. TexasWoman’sUniversityregisteredstudentorganizationsmaynotserve,sell,orconsumealcoholicbeveragesat

anyorganizationmeetingorfunction,onoroffcampus.

9. Pendingapprovalofaspecialev

entform,amplifiedsoundisallowedatHubbardOvalandAmphitheaterbetween4pmand10pm

MondaythroughFriday.Alleventsmustcomplywithcitynoiseordinances.Theuniversityreservestherighttostoporreduce

soundifcomplaintsarereceived.



StudentOrganizations

Allstudentorganizationsrequestingreservationsforspecialeventsmustfirsthavethe reservationsignedinthe

CenterforStudentDevelopme n t(Denton)orStudentLifeOffice(DallasandHouston)toin d icate registrationand

calendarapproval.



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Completed 1 February 2020

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