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.

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 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 orEvent Planning 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. The Event Registration Form is now online in BearSync. Navigate to your group, click on Events and then Create an Event. 

  2. Develop a lecture or performance management plan.

  3. Submit a floor plan for your event along with your management plan. Floor plans for typical venues are available below.

For sample Event Management Plans or to review a more detailed lecture/performance event registration checklist, please visit the Event Planning Forms page.

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. The Event Registration Form is now online in BearSync. Navigate to your group, click on Events and then Create an Event. 
  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.

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

For sample Event Management Plans or to review a more detailed social event registration checklist, please visit the Event Planning Forms page.

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. The Event Registration Form is now online in BearSync. Navigate to your group, click on Events and then Create an Event. 
  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.

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 sample Event Management Plans or to review a more detailed social event registration checklist, please visit the Event Planning Forms page.

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). The Event Registration Form is now online in BearSync. Navigate to your group, click on Events and then Create an Event. 

Please note that a plan or other documentation may be required. Please consult with the SAO.

Sponsoring an event during Orientation, or during Reading or Finals period. 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. All events during this time must be approved by the Director of the SAO. Event Registration procedures as relevent above then apply.