DeSales University
Office of Student Engagement and Leadership
Event Registration Form
The event registration form is required for all student events taking place on campus. Forms must be submitted at
least 14 business days prior to the event, but more advance notice of the event is always beneficial. This information
will be used to communicate with the primary contact about the event and ensure that the event does not conflict with
other programs already taking place on campus. Events that will have over 100 people must submit form at
least 21 business days prior to the activity.
Your Full Name __________________________Date Submitted _______________
Student Club or Organization Name ________________________________
Cell Phone Number __________________________
Your Position _________________
Email _________________________________
Name of Proposed Event ______________________________________________________
Day and Date of Event _________________________________________
Event Start Time ___________________________
Event End Time __________________________
Please provide details of the event and its
purpose_______________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
_____________________________________________________________________________________________
Event Setup Time and Breakdown Time __________________________ Location ________________________
Estimated Attendance _______________Character U Point Eligible ___________
Event Media/Press Notification
________________
Fundraising Information
Monies raised support campus activities and
enhance the educational mission of DeSales
University. Only in exceptional cases and with
written approval from the Institutional
Advancement Office are monies to be sent to
nonprofit entities other than DeSales University.
Target Prospects – Who will you
approach for donations of money, item
or services?
Financial Information Income
Are you collecting money? Yes
No
If yes, estimate amount:$_____
Tickets $ ______per person x _________ people = $ _________
Merchandise $ _______ per item x _______ items = $ _________
Kind of item sold _______________________________________
If you are sponsoring an event with an outside vendor, your club or organization must be displayed
as the sponsor. Only students who are your members may staff the site. A vendor or company rep
working with you may be present, but only in a consulting capacity.
Other income (be specific) _____________ =$_____________
____On Campus ____Off Campus
Total Projected Income
If you are approaching off campus
businesses, you must list them below.
______________________________
______________________________
______________________________
______________________________
Expenses
Will you have expenses? Yes
=$_____________
No
If yes, estimate amount: $_____
Contractual expenses (speaker, rental, band, facilities, etc) =$_______
Supplies ________________________________ =$__________
Food/Refreshment/Banquet____________________________ =$________
No student organization funds may be used to purchase alcohol beverages or any
Proceeds from event/activity will be
used as follows (club, program,
operating budget, etc)
______________________________
______________________________
__
services related to alcohol (bartenders, fees, tips, etc)
Other income (be specific) __________________ =$ ___________
Total Projected Expenses
=$____________
Event Checklist
Each area must have a check mark that the activity has been completed or N/A marked beside it to not that it is not
applicable to your event. Failure to review and mark each area below may result in a delayed response regarding
whether or not your event is approved. Contact the Office of Student Engagement and Leadership if you have
questions about any items on this checklist or how to complete them.
___________
Reserve Space. You should contact Val Billowitch (x1417) for any reservation in the McShea
Center. For the DeSales University Center you should contact the University Card office (x2273). Please include
your room setup, how many tables and chairs, stage needs, audio/visual needs etc. Please also include the time
needed for setup and breakdown.
___________ Table at the DUC or McShea. Do you need a table at the DUC or McShea. Contact Nick Luchko at
(x1843) with the dates and times.
___________ Catering Reservations. You should contact Bruce Chickey in Dining Services.
___________
Campus Police. You should contact Campus Police regarding parking, security for your event, etc.
Public Safety can be used if you are hosting a fundraising event, such as a car wash or event where off-campus
visitors will be invited on campus to attend the event.
___________
Publicity. How will your publicize your event? Be sure to get posters approved by the Office of
Student Engagement and Leadership BEFORE making copies of them or hanging them around campus. Please
refer to the Campus Posting Policy, which is available at www.desales.edu. This form must be submitted and
approved prior to any advertising taking place.
Are you having someone take pictures? If not would you like the Yearbook staff to do so?_______________
___________
event.
Organize members or volunteers to help with planning, setting up, running and cleaning up
___________
of any kind.
The Office of Institutional Advancement must sign this form if you are planning a fundraiser
Office of Institutional Advancement Signature ______________________________________
___________
Get a cash box. If you are charging admission, sign out a cash box with the Office of Student
Engagement and Leadership. The box must be picked up before 4pm the day of the event (weekday) or Friday
afternoon (weekend) and must be returned the next business day by 12pm. If your event ends after hours, please
deposit your revenue in the mailbox outside Tracy Gallagher’s office, in the envelopes provided, using the deposit
slips provided. The Office of Student Engagement and Leadership does not provide cash for the cash box – this
must be provided by the sponsoring organization.
___________
Complete a review and evaluation of the event once it is over to see how you can improve your
efforts for the next event or to be reimbursed. Save all of your receipts.
___________
Outside Vendors. For events where a prominent public official or figure will be hosted by a student
group, a representative from the club or organization and the advisor of the organization must meet with either the
Director or Assistant Director of Student Engagement and Leadership at least 1 week prior to the event or the event
will not be approved. University representation must be present for the duration of the event.
Advisor Information
As the advisor for this organization, I know that this club or organization that I advise is hosting this event or
fundraiser. I will be present for the event if necessary and will work with the organization to ensure that they are fully
prepared to implement this program.
For programs where an outside speaker/agency is contracted to speak/perform, the advisor (or their designated
DeSales University official, i.e. faculty or staff member) MUST be in attendance for the duration of the event.
_______________________________________________________________________
Advisor’s signature
Date
Office Use Only
Approved ___________
Not Approved ____________
Date _______________
Initials __________________