Stephen F. Austin State University
Risk Management and Event Notification Form
GENERAL INFORMATION
Organization
Contact Name
Event Name
Contact Phone Number
Event Date
Contact Email
Event Location & Address*
Event Location Contact Name
Event Start Time
Event End Time
Event Location Contact Phone Number
Event Type (Mixer, Party, Date Party, Formal, Community Service, Philanthropy, etc.)
A copy of the signed venue contract must be attached. If venue requires a contract
CO-SPONSOR INFORMATION
Co-Sponsoring Organization
Co-Sponsor Contact Name
Co-Sponsor Contact Number
Co-Sponsor Contact Email
Co-Sponsoring Organization
Co-Sponsor Contact Name
Co-Sponsor Contact Number
Co-Sponsor Contact Email
Number of people attending event:
Audience Type: Members only
Invite Only
Public
ORGANIZATION’S RESPONSIBILITIES
Reservation/Contract with Location
Security Guards/Off-Duty Police
Event Invitations
Event Identification (stamps, etc.)
Event Closed to the Public
General liability insurance
Secured
Secured
Secured
Secured
Secured
Secured
Event Management
Will alcohol be present?
Serving Food or Beverages (nonalcoholic)
How will alcohol be distributed?
Yes
Yes
BYOB
*A complete GUEST LIST must be attached for Closed Events/Parties
**Greek organizations must attach National policy on guest lists.
N/A
N/A
N/A
N/A
N/A
No
No
Third Party Vendor
What?
N/A
By signing this form, you are stating your organization has read, understands and agrees to comply with Stephen F. Austin State University’s Risk
Management (13.9) and Illicit Drugs and Alcohol Abuse (13.11) policies. (Sororities and Fraternities must also comply with their
National/International Risk Management Policies.)
_____________________________
_________________________________
___________________
Printed Name – President
Signature
Date
_____________________________
_________________________________
___________________
Printed Name – Social Chair
Signature
Date
_____________________________
_________________________________
___________________
Printed Name – Risk Management Chair
Signature
Date
You must turn this form in to the Office of Student Engagement Programs at least fourteen (14) days prior to the event.
Failure to do so will result in referral to the appropriate judicial authority.
For questions, please contact the Office of Student Engagement Programs at 936-468-3703.
For Office Use Only:
Signature of Director or Assistant Director Student Engagement Programs
Date Received
Stephen F. Austin State University
Risk Management Event Contract
GENERAL INFORMATION
NAME OF BUSINESS
PHONE
ADDRESS
CITY/STATE/ZIP
This is a contract stating that the ________________________________ at Stephen F. Austin State University, may use
(Name of Organization)
________________________________________ for the purpose of _____________________________________________.
(Facility Name)
(Event Name)
__________________________________________ will abide by all rules and regulations according to Stephen F. Austin State
(Name of Organization)
University and ______________________________________________.
(Facility Name)
By signing this from, you are stating your organization has read, understands and agrees to comply with Stephen F. Austin State University’s
Risk Management (13.9) and Illicit Drugs and Alcohol Abuse (13.11) policies. (Sororities/Fraternities also comply with the
National/International Risk Management Policies.) **If vendor requires use of their own detailed contract, a copy must be attached with
this form.**
PRINTED NAME – FACILITY OWNER/MANAGER
SIGNATURE – FACILITY OWNER/MANAGER
DATE
PRINTED NAME – PRESIDENT
SIGNATURE – PRESIDENT
DATE
PRINTED NAME – RISK MANGEMENT/VP
SIGNATURE – RISK MANAGEMENT/VP
DATE
PRINTED NAME – SOCIAL CHAIR/VP
SIGNATURE – SOCIAL CHAIR/VP
DATE