REGENT UNIVERSITY
Special Event Approval Form (SEAF)
[This form is to be used by staff or faculty for all events that involve university-wide resources (Marketing and/or
Advancement support) or to which the general public is invited. Excepted are those events which are for the
campus community only or are focused only on a particular school’s programs (and do not require the services of
Marketing and/or Advancement). If in doubt, please ask the Office of the Executive Vice President for Academic
Affairs if the form is needed. This form does not substitute for any other form or process related to events. No other
event forms should be completed until the SEAF is approved.]
If this is a student organization event, please complete the appropriate Event Application form found at
www.regent.edu/studentorgs.
Date of proposed event:
(This form shall be submitted not less than 3 months prior to the proposed date of the event or
marketing need.)
Name of Event:
Department/School requesting approval:
Responsible Staff Member’s Name:
Email:
Cell:
On-campus ext.:
Where is the event’s proposed location?
Approximate number of expected participants:
Start Time:
End Time:
Purpose of Event and connection to Regent University’s mission and vision:
What is the outcome you wish to accomplish by this event?
Description of Event (i.e. what will happen at the event? Are donors or alumni part of the event?
Please be specific.)
Is this a Regent hosted outside group/organization?
If yes, what is the name of the outside group/organization?
If yes, is it paid in whole or in part by the outside group/organization?
Name, title, and company affiliation of speaker(s):
Will fundraising be involved, in which donors will be looking to Regent for a tax receipt?
If yes or you have questions, please contact Larisa Nargi at larinar@regent.edu or x4443.
Will there be any meals involved?
Is the event catered?
If yes, by whom?
Total budget amount for the event:
Cost Center:
Cost Center Manager:
Will AV media be needed?
(If yes, a Media Services Equipment Request Form must be completed.)
If there are AV media costs involved, please list the party financially responsible for those
costs.
Description of marketing plan:
Description of advancement plan:
Will you need a contract at the Founders Inn?
(If yes, contact Kathy Ruley at kruley@regent.edu or x 4849.)
Checklist of other potential needs:
Room reservation; Food; Parking; Campus Police; Directional signs, Banners; Set up items (e.g.,
tables, chairs, etc.); Media (mics, projector, etc.)
Responsible staff member’s signature
Date
(Type your name here; this will be considered an electronic signature, but you MUST submit this form from your
Regent email address to Rebecca Morgan at rebemo1@regent.edu.)
Approvals:
Dean (if in a school):
________
OR
Date
Department Head (if in a department):
________
Date
Academic Affairs:
________
AVP for Academic Affairs
Advancement:
Date
________
VP of Advancement
Date
Level of Engagement (circle one – see below for details)
Level 1
Level 2
Level 3
Approval of the event is subject to change depending upon priority of needs, auxiliary support, and availability of room space.
Updated 7/8/15.
Advancement Event Services
All events requiring a Special Event Approval Form (SEAF) must be executed in partnership with the
Office of Advancement. This is necessary to ensure the event is planned and executed in a manner
consistent with University standards and protocols. The level of engagement required by the Office of
Advancement will vary depending on the nature and parameters of the event and will include a
mandatory service fee. During the SEAF review process, an engagement level will be assigned to each
event by the Office of Advancement. (Please see below for a description of the engagement levels and
associated fees). SEAFs submitted less than 90 days prior to the event are subject to late fees. Charging
of late fees is at the discretion of the Office of Advancement. Please note that failure to obtain prior
approval for an event that by definition falls under the SEAF process, is subject to fines of up to $500.
Level 1 - $75
Late Submissions:
+$100
Level one service is the minimum requirement for all approved SEAF events. It includes a mandatory
event consultation and establishment of any required contracts with Founder’s Inn. Events requiring
more than 1.5 hours for consultation and contracting will be charged at a rate of $50 per additional
hour.
LEVEL 1 EXAMPLE: Annual Judicial Internship Banquet
Level 2 - $300
Late Submissions:
+$200
Level two service is required for a reception, breakfast, luncheon or dinner that involves a VIP speaker
and/or VIP guests (up to 75 guests). This level of service may also be required for events where the
requester lacks sufficient resources to successfully carry out event planning and production without
additional support. For these events, Advancement will not only provide consultation and contracting
services, but will also partner with the requester to produce the event and manage the associated
logistic (e.g., room décor, food selection and services, equipment rentals, setup, lighting, AV, VIP hosting
/handling and transportation). Level two service includes up to (6) hours of support from an
Advancement Events Producer. Events requiring more than 6 hours of service, will be charged at a rate
of $50 per additional hour.
LEVEL 2 EXAMPLE: Salute to Teachers
Level 3 – $800
Late Submissions:
+$300
Level three service is required for multi-day events and conferences, events with over 75 guests and for
any event where Advancement will need to take the lead in event design, production and logistics.
Services at this level may also include event programming (e.g., detailed agendas, play-by-plays,
scripting, slides, and coordination of movement on event day) and/or limited marketing support (e.g.,
pull invitation lists, consultation and proofing of marketing materials produced by the requester). Level
three service includes up to 10 hours of support from an Advancement Events Producer and where
needed, up to 4 hours of support from an Advancement temp. Advancement marketing support should
not exceed 2 hours. Events requiring additional hours of service, will be charged at a rate of $50 per
additional hour ($25 per hour for temp support).
LEVEL 3 EXAMPLE: Global Justice Symposium
Marketing Fees
Events requiring more extensive marketing support (e.g., design and production of invitations, posters,
HTMLs, ads, flyers, programs, slides, appeal packages, etc.) will be charged an additional fee of $500.
EXAMPLE: Global Justice Symposium