If you plan on having any of the following at your event, please fill out the appropriate form and send it to your event planner.
All events where alcohol will be served, whether department or student sponsored, must have the approval of the Vice President for Student Affairs. Alcohol approval request forms should be submitted directly to the Office of the Vice President for Student Affairs in the South West Wing of the Rotunda.
Alcohol approval request forms should be submitted no later than 7 days before the event. If alcohol is approved, Security will need to be hired to manage the alcohol service.
Sound System at an Outdoor Location:
When and where permitted, all amplified and outdoor sound requires advance approval. Outdoor sound is permitted, with prior approval only, on the Newcomb West Plaza and in the Amphitheater. No amplified sound is permitted in the Pavilion Gardens or on the Lawn.
Requests for amplified sound approval must be submitted no later than 7 working days before the event.
Equipment that will need to be plugged in at any Newcomb space**
Some equipment available through Newcomb requires the approval of the Audio Visual Support Technician. Any A/V equipment provided by the customer or rented from an outside source must also be approved. Customers renting or bringing in sound equipment or lighting must list the amount of power, in watts or amps, required for the safe operation of each piece of equipment to prevent overloading or damaging circuits.
The Equipment Approval form should be submitted directly to the Event Planning Office at least 14 days before the event.
Equipment Approval Form (.pdf)
All student organizations must submit Fundraising approval forms to the Newcomb Event Planning Manager when any money will be exchanged or collected for the organizations. Fundraising is permitted at the Lower Lawn tables, the Newcomb second floor information tables, the table space outside the second floor south entrance to Newcomb, and the table space outside O’Hill Dining Hall. Admission or registration fees may be collected in certain areas at the time of an event. The following types of fundraising are permitted, with approval:
- Selling tickets or collecting a registration fee for an organization-sponsored event
- Collecting donations for deferring costs of an event or for charity
- Handcrafted items (made by students in organization)
- No store bought foods may be resold; ONLY homemade food may be sold, and only at the Lower Lawn tables.
- Collecting fees for candy grams or flower grams when orders are taken
Fundraising Approval Form (.pdf)
Late Night Event
All late night events and social events where alcohol will be served as well as some concerts and dances will require security. Other special circumstances may also require retaining security. The organization booking the event is responsible for all charges associated with security.
The officer(s) arrive half an hour before an event and remain until half an hour after the crowd has dispersed, so the charges are determined as the event time plus 1 hour. Other special circumstances may also require retaining security. Security is scheduled for a minimum of three hours per event.
To avoid charges for security, weekend events officer(s) must arrive half an hour before an event and remain until half an hour after the crowd has dispersed, so the charges are determined as the event time plus 1 hour.
Other special circumstances may also require retaining security. Security is scheduled for a minimum of three hours per event. To avoid charges for security, weekend events must be cancelled 1 week in advance and weekday events at least 4 days ahead of time.
Security Request Form (.pdf)
Security must be hired through the University Police Department for certain events including but not limited to:
- Events where alcohol will be served
- Outdoor concerts and other events open to the public
- Any events ending after midnight (see Late Night Event Policy (.doc)
- Student events where admission or other money will be collected
- Other large events or programs which include security risks or concerns determined by the Newcomb Event Planning Office or the University Police
Security request forms must be signed by the Event Planning Manager of Newcomb no later than 14 days before the event. The forms are submitted by the Event Planning Office to the University Police Department. Organizations will be notified upon approval.
Tent or Moonbounce**
Each form includes instructions for proper submission.
**Note: Inspection by Facilities Management and/or the Fire Marshal’s Office included in approval process.