Event Planning

The Student Activities Office assists student organizations in planning events both on campus and at off campus locations. Our staff can help you to navigate the university processes for booking space, ordering furniture, catering, media services, contracting speakers or performances, and much more. In these pages, you will find information on these processes as well as many resources to help you plan all aspects of your event.

In addition to these aspects of planning an event, all events which anticipate an audience of 100 or more must be registered with the SAO. Details regarding Event Registration are also available on these pages. 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.

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 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. If you are preparing food, 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...
  1. Complete an Event Registration Form  AT LEAST 2 weeks prior to your event. If you anticipate an audience of 300 or more, no less than 3 weeks are needed.
  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.

    For more information, please consult the lecture/performance event registration checklist.
Sponsoring an alcohol-free social event for 100 or more guests...
  1. Complete an Event Registration Form   AT LEAST 2 weeks prior to your event to get your event. If you anticipate an audience of 300 or more, no less than 3 weeks are needed.
  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.

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

Sponsoring an event with alcohol, regardless of the number of attendees...
  1. Complete an Event Registration Form  AT LEAST 3 weeks before your event as a city license may be required.
  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.

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

Sponsoring any other event with 100 or more attendees...

Complete an Event Registration Form  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  AT LEAST 3 weeks before your event. Please note event approvals are limited during these periods. Events which may interfere with the primary activities of the campus at these times will not be approved.