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Brown University Brown University Brown University Event Planning at Brown Homepage

Student Event Registration and Review

Event Registration assists students in the planning of safe and successful events and activities, facilitates adherence to University policies and procedures and Rhode Island and Providence laws and regulations, and ensures adequate time for the organization of event support services and security.

Below are links to forms and templates.

If you have never registered an event before, please review the Event Registration Policy and, if you are sponsoring a social event, the Social Function Management Procedures.

What Do I Need to Submit to Register My Event?

For each situation below that applies, the required documentation is identified. PLEASE NOTE THAT ONE OR MORE MAY APPLY!

If you need assistance or have any questions, don't hesitate to stop by the SAO.

IF YOU ARE...
THEN...
Bringing a politician, famous speaker, or other VIP... Complete a Dignitary Notification Form as early as possible.
Expecting 50 or more attendees... Complete a Fire Safety checklist.
Serving food... Ensure compliance with Brown First and food safety regulations. A Food Safety Confirmation Form must be submitted to the SAO during the event planning and registration process.
Sponsoring a Lecture or Performance for 100 or more guests...

For more information, please consult the lecture/performance event registration checklist.

  1. Complete an Event Registration Form and Budget Worksheet (submit AT LEAST 2 weeks before your event to get your event in the SAO's que - earlier if possible or 3 weeks for events of 300 or more).
  2. Develop a lecture or performance management plan (editable template available).
  3. Submit a floor plan for your event along with your management plan. Floor plans for typical venues are available below.
Sponsoring an alcohol-free social event for 100 or more guests...

For more information, please consult the social event registration checklist.

  1. Complete an Event Registration Form and Budget Worksheet (submit AT LEAST 2 weeks before your event to get your event in the SAO's que - earlier if possible or 3 weeks for events of 300 or more).
  2. Develop a management plan.
  3. Submit a floor plan for your event along with your management plan. Floor plans for typical venues are available below.

To assist you with planning, these are examples of event management plans.

We ask that you submit the copy of the Guest Sign-in Sheets that your group used at your Social Function for logging non-Brown attendees to your event. If you provide them, we will attach these to your event registrations to keep on file.
Sponsoring an event with alcohol...

For more information, please consult the social event registration checklist.

  1. Complete an Event Registration Form and Budget Worksheet (submit AT LEAST 3 weeks before your event as a city license may be required - or earlier if possible).
  2. Develop a management plan.
  3. Submit a floor plan for your event along with your management plan. Floor plans for typical venues are available below.

To assist you with planning, these are examples of event management plans.

We ask that you submit the copy of the Guest Sign-in Sheets that your group used at your Social Function for logging non-Brown attendees to your event. If you provide them, we will attach these to your event registrations to keep on file.
Sponsoring any other event with 100 or more attendees...

Complete an Event Registration Form and Budget Worksheet (submit AT LEAST 2 weeks before your event to get your event in the SAO's que - earlier if possible or 3 weeks for events of 300 or more).

Please note that a plan or other documentation may be required. Please consult with the SAO.
Sponsoring an event during Orientation and First Weekend, reading period, or finals... Complete an Event Registration Form and Budget Worksheet (submit AT LEAST 2 weeks before your event to get your event in the SAO's que - earlier if possible or for events of 300 or more).