Special Event Process

  • You must be fully recognized on Wildcat Sync through the Student Organization and Leadership Education (SOLE) office. An authorized club representative must meet in person with a SOLE paraprofessional in the Student Life and Leadership Office located in BMU 220 well in advance to allow all office to be notified of your event.
  • Before you meet with the paraprofessional do your best to have answers to the following questions:
    • Is food to be served at the event?
    • Is off-campus community to participate in the event?
    • Will minors participate in the event?
    • What campus venue/facility would our club like to use for our event?
    • What equipment will we need to have a successful event?
  • A food permit will be required if food will be served. For more information on food serving guidelines visit the Environmental Health and Safety office or website for guidelines on serving food on-campus.
  • The Risk Management office is our resource when working with vendors, minors, and other areas of your event that could involve risk/injury to those in attendance. Please visit their website for information.
  • Only Recognized Student Organizations may reserve equipment from Student Life and Leadership. We offer PA systems, pop-up tents, sandwich boards, and other equipment.
  • Unfortunately, we have a limited supply of equipment and there is no guarantee you will have a table and chair. If you have your own equipment, please plan to use it while you table.
  • Equipment may only be checked-out and checked-in during the designated times.  These are 9:00am to 9:50am and 2:00pm-2:50pm.  
  • At the point of reservation, discuss your equipment needs with the paraprofessional.
  • You are personally and financially responsible for any damages or loss of the equipment. On the day you check-out the equipment you must have a Student ID or State issued ID card and the tabling permit in order to check-out the equipment.  The Student Life and Leadership will hold your ID until the equipment is returned.
  • If you have additional equipment needs, please schedule a meeting with a Para Professional to plan and reserve additional equipment
  • Failure to abide by Student Life and Leadership policies for tabling and/or equipment check-out and use will result in the following consequence
    • First Infraction: A warning will be issued in person and via-email regarding the infraction.
    • Second Infraction: An official sanction will be e-mailed to the President, Treasurer and Advisor citing the specific violations.
    • Third Infraction: An official sanction will be e-mailed to the President, Treasurer and Advisor citing specific violations. Your organization will not be permitted to check-out and Student Life and Leadership equipment for the rest of the semester.  If the infraction is severe enough your organization will not be permitted to table for the rest of the semester. 
  • Student Life and Leadership reserves the right to suspend tabling and equipment loans at any time.
  • For larger events, your club may reserve a larger number of university tables and chairs.