Fillable Washington and Lee University EVENT REGISTRATION FORM (Washington & Lee University)

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Washington and Lee University EVENT REGISTRATION FORM (Washington & Lee University)

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Due Date: 2 weeks before event
Washington and Lee University
EVENT REGISTRATION FORM
Page 1 of 2 Updated September 15, 2017
This form registers your event only. Ensure your space has been reserved prior to submitting this form.
Return completed form to the Student Affairs office, Elrod Commons 247 or email to Lynn Fitch, at
fitchl@wlu.edu.
NAME OF HOST/ORGANIZATION(S):___________________________________________________________
NAME/TYPE OF EVENT______________________________________________________________________
DATE OF EVENT_____________________________ START TIME ______am/pm END TIME _______am/pm
NOTE: Outdoor events must end by Midnight. All other events must end by 1:00 AM.
LOCATION_________________________________________________________________________________
NAME OF CONTACT PERSON:__________________________ EMAIL:_________________________________
ADDRESS:__________________________________________________________________________________
PHONE NUMBER: (_____)________________________ # EXPECTED TO ATTEND EVENT: ________________
1. Will you be serving alcohol? (Yes/No) ________
o If alcohol will be served, please complete the box on the back of this form.
o Outdoor events with alcohol must use a tent with sides (except during all-campus events)
o Events targeting undergraduate students may not mention alcohol in any PR or advertising
materials. You may state “Valid ID Required” on PR or advertising materials.
2. Will you be serving food? (Yes/No) _________
Snacks & water/non-alcoholic beverages must be served if alcohol is served.
University policy gives W&L Dining Services the first right of refusal for all on-campus events except those
occurring within fraternity houses. Please contact Derrick Smith (540-458-8698), drsmith@wlu.edu or
Alvin Wheeler (540-458-4635). If W&L Dining Services is unavailable, you may then seek an outside
caterer.
3. Will the event involve any speaker who is a candidate for a political office? (Yes/No) _________
4. Is the event expected to result in any statements being made for or against any political party, candidate
or incumbent for any political office? (Yes/No) ________
**If the answer to either Question 3 or 4 is Yes, please review the guidelines for campus political activities at
http://go.wlu.edu/OGC/PoliticalActivity
and obtain prior approval for the event through the Vice President for Student
Affairs and Dean of Students office for undergraduate events or the Assistant Dean for Law Student Affairs for law
school events.
Live or Amplified Music? If your event is being held outdoors, you will need to secure an Amplified
Sound Permit from the Police Department in City Hall to show at your event. You’ll need an approved
copy of this form to obtain the Permit.
Event Set Ups - For tents, tables, chairs, trash cans, requests for power hookups, and post-event clean-up
services, please contact Facilities Management for more information at (540) 458-8490 or
http://go.wlu.edu/workorder.
Washington and Lee reserves the right to require the applicant to obtain insurance for the event.
Due Date: 2 weeks before event
Washington and Lee University
EVENT REGISTRATION FORM
Page 2 of 2 Updated September 15, 2017
ADDITIONAL TERMS AND CONDITIONS OF REGISTRATION AND AGREEMENT:
The applicant/organization shall be fully and solely responsible for any and all damages, injuries, costs (including reasonable attorneys’
fees) that may arise as a result of the use of the W&L facility; and shall be fully responsible for clean up of the facility immediately after the event
unless a prior clean up agreement with the Facilities Management Department has been arranged.
The applicant/organization shall comply fully with all applicable federal, state and local laws during any and all activities related to its use
of the facility and the event.
BY SIGNING BELOW, THE UNDERSIGNED REPRESENTS THAT HE/SHE UNDERSTANDS THE TERMS OF THIS AGREEMENT AND SHALL BE BOUND
THEREBY, AND IF SIGNING ON BEHALF OF AN ORGANIZATION, THAT THE UNDERSIGNED HAS FULL AUTHORITY FROM IT TO ENTER INTO THIS
AGREEMENT.
ADDITIONALLY, IF APPLICABLE, I HAVE READ AND UNDERSTAND THE ALCOHOL SERVICE GUIDELINES AND THE STUDENT HANDBOOK
(http://go.wlu.edu/policies
).
___________________________________________________________________ Date: ______________________
Signature: applicant or organization representative / title
ALCOHOLIC BEVERAGES: The provisions of the University policy on alcohol apply to the activities at any W&L
facility reserved under this agreement and those conditions are hereby incorporated herein by reference and must
be observed. For more information, please review the Alcohol Service Guidelines at http://go.wlu.edu/policies
.
Type of Alcohol Service: (check one)______CASH BAR ______OPEN BAR
Please check one: Beer/Wine only_____ Full bar______
Alcohol must be served by a Virginia ABC licensed third party vendor. If Dining Services declines, you may
use any ABC-licensed third-party vendor, OR any third-party vendor (caterer) that secures an ABC one-day
Special Events (Banquet) License for alcohol service on campus.
We will be using: Dining Services, or
Licensed third-party vendor (Print name & phone)________________________________
Please attach catering/ABC license information.
Two Student Officers present and not consuming alcohol during event (for student events only):
Name/Year/Email_______________________________________________________________________
Name/Year/Email_______________________________________________________________________
You are required to provide food and water (in individual containers, available throughout entire event) when alcohol is
served. Virginia ABC Laws and University Policy must be followed by all users. The University Initiatives on Alcohol and
Other Drugs will apply to any violations incurred at this event. The host organization will be held responsible for all
activity.
For Internal Use
The Director of Public Safety will designate the appropriate number of officers based on the estimated number attending
NUMBER OF OFFICERS REQUIRED __________OFFICERS’ NAMES: _____________________________________________________
Signature of Director of Public Safety (or deputy)_____________________________________________ Date________________
Signature of Vice President for Student Affairs and Dean of Students _____________________________ Date________________
(For events involving alcohol)
APPROVED
________________________________________________________________________________________________ Date___________________
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Completed 24 July 2020

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