Event Registration - Sewanee Student Activities - Sewanee

UPDATED FOR 2007-2008 ACADEMIC YEAR

Student Organization Event Registration Student organizations are responsible for upholding state law and University policy and for establishing a reasonable, safe, and non-abusive atmosphere for social events. Student organization leaders must complete the following form to register their social events.

Read more about Social Host expectations here: Social Host Policy 2007-2008

Please submit separate forms for events that start as BYO with a limited guest list and then transition to BYOB for an open party.
Example:
7/28/2007: BYO; 6:00 to 8:00pm; 50-99 guests, 0 officers required
7/28/2007: BYOB; 8:00 to 11:00pm; 100-199 guests, 1-2 officers required

REGISTRATION DEADLINES:

REGISTRATION DEADLINE HAS PASSED FOR:

All events for remainder of the year.

Small Events (anything under 100 people, not a theme party, not a major outside band)

All small event requests are due by 1 pm on Tuesday the week of the event.

Major events (anything over 100 people, theme parties, and/or outside contracted bands)
Except for Homecoming and Spring Festival, limit of two major events happening at the same time.

1:00pm Deadline	Date Span	Notes
9/4/2007	9/6 to 9/30/2007	Opening Weekend & Upperclass Shake Day
9/25/2007	10/4 to 10/27/2007
UPDATE 10/16/2007	UPDATE 11/1 to 11/3/2007	UPDATE Homecoming Weekend ONLY
10/30/2007	11/8 to 12/1/2007	Closed Formals
11/27/2007	12/6 to 12/8/2007
1/15/2008	1/17 to 1/26/2008	Shake Day
1/22/2008	1/31 to 3/1/2008
2/26/2008	3/27 to 3/29/2008
3/25/2008	4/3 to 4/26/2008	Spring Festival and all remaining parties

Please note that 6 hours is the maximum length for events. Additionally, if an organization is submitting multiple events in the same 24 hour period, there must be at least 2 hours between the conclusion of one event and the beginning of next event.

THURSDAY: Parties may not start before 5:00pm and must end by 11:00pm
FRIDAY: Parties may not start before 4:00pm and must end by 1:00am
SATURDAY: Parties may not start before 10:00am and must end by 1:00am

An additional hour is available to clear the house of all guests but the event, including entertainment must end by the times noted.

Organization Sponsoring Event

Location of Event

Date of Event

Start Time

End Time

# of Guests/Officers Required

Security: Theme events, live entertainment and parties with over 100 people require security officers. The Office of Student Activities and the Police have the final determination regarding the number of officers required at any event, including those registered for less than 100 guests.

Type of Event

BYOB (beer only)

BYO (bartender required)

Dry (alcohol free)

Entertainment provided (DJ, Band, etc.)

Name of Party Supervisor

E-mail address for Party Supervisor

Name of Party Monitor(s) (1 per 50 guests; 2 minimum)

ID Checkers (2 required for all events)

Name of Bartender(s) (only necessary if BYO event) MUST BE APPROVED BY STUDENT ACTIVITIES

Food and Beverage Requirements All events that allow alcohol to be brought by 21 year olds require a reasonable amount of food and non-alcoholic beverages to be provided by the host. Below please indicate specific arrangements that comply with the guidelines that follow. Compliance guidelines indicate that for BYOB event hosts must spend approximately $1 per person for food and $0.50 for non-alcoholic beverages. BYO events, where hard liquor and/or wine can be present, in addition to requiring bartendars, also require approximately a $5 per person allotment for food. These events are reserved for special occasions and include but are not limited to formals, parents/alumni events, brunches, pre-game cookouts, etc.

Types and quantity of alternative food/beverage to be provided:

Standard BYOB: Ex (chips & salsa, cookies) AND (water, soda)

BYO Liquor or Wine:

Chapter providing heavy hors d'oeurvres. Describe:

Catered meal. List caterer and describe menu:

Describe safe ride plans:

BACCHUS

Other by special arrangement. Describe:

Name of Person Submitting Form

E-mail address of Person Submitting Form

Is the person submitting this registration also the organization's social chair? If not, please indicate the name of the social chair in the space below.

Yes

No

Use the box below as a "notes" box. If you have other information that you would like to share as part of your registration, please share that information here.

Please indicate if this registration is an update and/or change to a previous submission for this date:

Yes

No

It is understood that common sources of alcoholic beverages are NOT permitted at any event sponsored by undergraduate students or undergraduate student organizations at Sewanee unless express permission has been granted. It is further understood that alcoholic beverages may not be provided for individuals under the legal age (21) or who are inebriated. You must have separate people to be ID checkers, monitors and supervisors (ONE JOB PER PERSON). Supervisors cannot be ID checkers or monitors, etc. Monitors must be full members of the host organization (no Greek pledges may be assigned to monitor an event).

Print one copy of this form before you hit submit. Keep the copy for your records. You should receive a confirmation that the event registration was received within one business day. If you do not hear back from Jamey Campbell, Jania Collins, or Dean Nicole Loyd by the second business day, please contact the Student Activities staff at x1208. The hard copy may be necessary if there was a problem with the online submission.