If you plan on having any of the following at your event, please fill out the appropriate form and send it to your event planner.
Student Event Approval for Groups Over 25 (Indoors) or Groups Over 75 (Outdoors)
All events where alcohol will be served, whether department or student-sponsored, must have the approval of the Vice President for Student Affairs. Alcohol approval request forms should be submitted directly to the Office of the Vice President for Student Affairs in the South West Wing of the Rotunda.
Alcohol approval request forms should be submitted no later than seven days before the event.
Sound System at an Outdoor Location
Amplified sound cannot exceed more than three (3) hours at a space per day, and is generally limited to the following time periods so as to not conflict with classes, residents, or professional staff:
- Friday: 6 pm – 10 pm
- Saturday and Sunday: 10 am – 10 pm
Equipment that will need to be plugged in at any Newcomb space**
Some equipment available through Newcomb requires the approval of the Audio Visual Support Technician. Any A/V equipment provided by the customer or rented from an outside source must also be approved. Customers renting or bringing in sound equipment or lighting must list the amount of power, in watts or amps, required for the safe operation of each piece of equipment to prevent overloading or damaging circuits.
The Equipment Approval form should be submitted directly to the Event Planning Office at least three weeks (21 days) before the event.
Security Request Form (.pdf)
Security must be hired through the University Police Department for certain events including but not limited to:
- Events where alcohol will be served
- Outdoor concerts and other events open to the public
- Any events ending after midnight
- Student events where admission or other money will be collected
- Other large events or programs which include security risks or concerns determined by the Newcomb Event Planning Office or the University Police
Security request forms must be signed by the Event Planning Manager of Newcomb no later than 14 days before the event. The forms are submitted by the Event Planning Office to the University Police Department. Organizations will be notified upon approval.
Tent or Inflatables**
Tent Permit (.doc)
Each form includes instructions for proper submission.
**Note: Inspection by Facilities Management and/or the Fire Marshal’s Office included in the approval process. Moonbounces are not allowed.