Event Approval Request Form
UND will strive to provide students, faculty, staff and campus visitors with opportunities to engage in campus events outside the classroom.
Event plans may need to be adjusted as conditions change to support the health and safety of the campus community.
Submit Event Approval Request Form
- An Activity/Event Approval Request form must be submitted at least two (2) weeks prior to the proposed event date.
- The Office of Safety reserves the right to deny requests not received two weeks in advance.
- Activity/Event approval or denial will be communicated via email to the contact person provided.
Event Approval Process
Before filling out the Activity/Event Approval Request form, please read and review the Event Policy to understand the processes and requirements that are the applicant's responsibility by filling out this form.
- Request reservations by contacting the appropriate department and/or building/location contact. Complete any paperwork required by the department/location as applicable (contracts, facilities use agreements, etc.).
- Ensure that the location contact is aware of the needs of the event such as building access (EDA/Keys), utilities, set-up, security, etc.
- If the event is outside of normal business hours (Monday - Friday, 8 a.m. - 4:30 p.m.), there may be a requirement to have a UND staff/faculty member present at the time of the event. The preferred location for outside of normal business hours (Monday - Friday, 8 a.m. - 4:30 p.m.) is the new Memorial Union.
- Virtual events do not require reservations and the form can be submitted as normal.
Please follow best practices to ensure that your event is accessible to individuals with disabilities. Some examples are providing captioning services or American Sign Language (ASL) interpreters; making digital documents and presentation materials accessible; selecting an accessible location; and providing sound amplification. You should also provide a way for attendees to request specific accessibility accommodations.
For more information on hosting accessible events, check these best practices and/or contact the Civil Rights & Title IX Office.
Accessibility-related expenses are the responsibility of the event sponsor.
Complete and submit Event Approval Request Form at least two (2) weeks prior to event date. Ensure that all fields are completed as they apply to the event.
- Send any additional information to UND.specialevents@UND.edu referencing the same event name in the subject line.
- Location reservations must be arranged prior to submission of the form in order for any review to aoccur.
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Event request forms are reviewed no earlier than one-month prior to the event date, no matter how early they are submitted. Once the committee reviews the form, a response will be sent as early as two business days to the event contact/coordinator and building contact. Additional information may be required prior to final approval, such as certificates of insurance, permits, licenses, certifications, etc.
Await approval and further instructions from the Office of Safety.
Event Approval Request Forms are reviewed approximately two (2) weeks prior to the requested date of event. Once the form is received, review will take on average two days.
Campus Events FAQs
What are the Catering and food vendor guidelines?
University of North Dakota (UND/University) Campus Catering is the designated campus department responsible for the provision of food and beverage services for the University. Campus Catering supports University functions and organizations requiring such services with a focus on the health and safety of the University's students, faculty, staff, and guests. When events on UND's main campus are planned that include food, and the total cost exceeds $500, responsible parties must contact Campus Catering to make food service arrangements.
When Campus Catering is unable to provide such services or when otherwise inappropriate (e.g., alcohol service), Campus Catering will provide the responsible party with a waiver allowing them to obtain services from an off-campus food vendor with whom Procurement & Payment Services has executed a current contract. A contract must be in place before a vendor is allowed to cater any University event.
Department meetings and events catered off campus are exempt from this policy, as are non-UND sponsored/hosted events at the Ralph Engelstad Arena, Gorecki Alumni Center, North Dakota Museum of Art, and Memorial Village.
Off-campus vendors, including food trucks, are not permitted to distribute or sell food at events unless they meet necessary requirements, and the responsible party utilizing their services has a waiver from Campus Catering exempting them from using on-campus food service.
Who are the approved food vendors?
If UND Catering is unable to provide services for your event, the approved vendors can be found on Catering's website: https://und.edu/student-life/dining/catering.html#d65e245--5
Are therapy animals allowed?
Yes, therapy animals may be allowed. Make arrangements as applicable for departmental/location approval/reservations. Animals must be approved through special request and require the following documentation to be current with the Office of Safety:
- Proof of certification with a copy of the membership card updated annually
( e.g., Alliance of Therapy Dogs, Pet Partners, etc.) - Proof of insurance for the therapy animal
- Proof of animal's current vaccinations
Are non-University sponsored events allowed?
Yes, non-university sponsored events are allowed. Make arrangements as applicable for departmental/location approval/reservations. Non-University groups may be required to furnish documentation of liability insurance naming the University and state as additional insured. UND may waive this liability insurance requirement for nonprofit groups and small events only.
What are the food serving guidelines for events on campus?
When food is provided during an event, designated individual(s) are required to serve the items to attendees, as well as wear gloves and a mask, to protect the health and safety of the attendees. It is the responsibility of the event coordinator to designate individual(s) for this task. For example, if pizza is delivered to the venue the event coordinator must make serving arrangements.
- If pre-packaged food items are provided for the event, self-service and grab-n-go are acceptable means of distribution.
- All items served for events must be supplied from a licensed food vendor, i.e. Hugo's, Walmart, Sams, licensed restaurant. Homemade items are not allowed.
Where is the appropriate space to hold an event?
The preferred location for events is the Memorial Union. University members may also consider other spaces.
- The space within academic and administrative buildings are prioritized for the departments within their units.
- Areas outside of these spaces are only to be considered when the Memorial Union or other appropriate space is not available.
Once the event is approved, how is building access obtained?
- If the requested event is outside of normal business hours (Monday - Friday, 8 a.m. - 4:30 p.m.), it is the responsibility of the building contact to schedule building access.
- It is then the responsibility of the event sponsor/contact to ensure the building contact has requested EDA and/or key access scheduling. Otherwise, the building will remain locked and access for the eent will not be granted.
- If the event is approved and outside of normal business hours (Monday - Friday, 8 a.m. - 4:30 p.m.), there may be a requirement to have a UND staff/faculty member present at the time of the event. The Office of Safety will state if this is a requirement at the time of review/approval.
Are there guidelines for UND events hosted off-campus? Do they require an Event Approval form?
- UND-sponsored events held at off-campus locations must be approved by the respective dean, director or vice president and must follow UND policies and procedures. An event approval form must be submitted for any UND sponsored event, as there may be insurance needed or a liability exposure related to the event.
- All employees attending an off-campus event within the scope of their employment and/or representing UND in any capacity must follow UND policies and procedures.