Event Approval Request Form

Activity/Event Information

Complete form and submit to the Office of Safety at least two (2) weeks prior to the proposed activity/event.
  • All fields are required; if not applicable, mark N/A.
  • All acronyms must be spelled out.
  • All links on this form will open in a new window.
As per the Events, Demonstrations, Fixed Exhibits, and Short-Term Rentals policy, the Office of Safety reserves the right to deny requests not received two weeks in advance.

Form instructions are located on the Office of Safety webpage.
Approvals, requests for additional information, and/or additional instructions will be communicated via email to the contact person provided.
Any physical event that requires an approval form would require this form for the same virtual (physical distancing) event.

Be as specific, yet brief, as possible.

Type of Event

If event type not listed above please describe here.

What is the event format?

Virtual Format

For Example: Zoom, Microsoft Teams, MeetMe room, Conference Call, etc.

Please reference UIT’s webpage and blog TechBytes, for information on virtual software usage, best practices, and internet security.

Sponsor/Organization Contact Information

Nonprofit or Small Group?
For Non-UND entities – See definitions of Nonprofit and Small Group in the Events, Demonstrations, Fixed Exhibits, and Short-Term Rentals policy.

Phone number must 10-digits

Date and Time

Make sure to select BOTH the date and the time of the event. Failure to do so will result in slower approval times.

Make sure to select BOTH the date and the time of the event. Failure to do so will result in slower approval times.

Is this a reoccurring event?
Occurs
Week
Day

In Person Format

Has the space/location been reserved?
Activity/Event form will not be processed if the space/location has not been reserved. For contact information see UND Scheduling, Event Information, and Reservations.

If the requested event is outside of normal business hours, you must ensure the building contact has requested EDA and/or key access scheduling. Otherwise, the building will remain locked and access for the event will not be granted.
Facility Use Agreement Needed
Location/facility access is necessary for set-up prior to activity/event start time?

Participant/Guests Information

Participants/Guests

Please describe other Participant/Guest type.

Enter a number with no commas. Example: 1000

Is there an admission fee?

In dollars.

Minors Attendance

Will minors be attending?
See Minors on Campus policy.
Will a parent/guardian be present with minor?
Have employees/volunteers completed the required Minors on Campus training?

Vendors, Food, & Alcohol Information

Will there be outside vendors?

UND Networks and Sensitive Data

  • UND's wireless and wired network are not to be used for credit/debit card processing and/or transmitting or receiving sensitive information.
  • The vendor is responsible for contracting with their own internet service provider.

Food Information

Will food be served/provided/sold?
See Sanitation/Food policy.

From where is the food being purchased/prepared/delivered.

Alcohol Information

Will alcohol be served?

If yes, the Alcohol exception must be applied for with the Office of the President.

Has the alcohol exception application been submitted?
See Alcohol and Drugs policy.

Service Departments Contact Information

If services are not available in or provided by the facility, the sponsor must contact the following departments directly to arrange for services.

If arrangements have been made, identify the individual contacted when arrangements were made.

UND Networks and Sensitive Data
UND's wireless and wired network are not to be used for credit/debit card processing and/or transmitting or receiving sensitive information.


Permits
Special permits are required for pyrotechnics, recreational fire, noise, and other instances. Contact the Office of Safety for instructions at 701.777.3341.


Security
Large events and/or events with alcohol may require security staff. Contact UPD for additional information


Parking
If parking is needed for the event, the host department must complete the Event Parking Request Form 2 weeks prior to the start of the event.
Special permits are required for pyrotechnics, recreational fire, noise, and other instances. Contact the Office of Safety for instructions at 701.777.3341.
Departments Contacted

Other Information

If the activity/event is approved, the event contact/sponsoring organization is responsible for obtaining all necessary permits, variances, utilities, and goods/services needed.
Arrangements with each department providing goods/services should be made at least two (2) weeks in advance
of the activity/event. Each department may have specific forms/procedures that must be followed in order to obtain goods/services.
Please certify that the information on this form is correct to the best of your knowledge by typing your name. This serves as your signature.
Approvals, requests for additional information, and/or additional instructions will be communicated via email to the contact person provided.
 
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