1. Kristine KoehlerRebecca Swain Coordinator, Office of Student LifeGraduate Assistant kristine.koehler@nau.edurebecca.swain@nau.edu

2.  All on-campus events must be approved by the Office of Student Life  Meet with a staff member during walk-in hours every weekday from 1:30 to 5 pm  Fill out the Event/Activity Approval Request form  Start this process at least 2 weeks before your event

3.  Your event is being held off campus  You need a room for a meeting that is open only to your members  You want to reserve a booth or space on the Pedway to hand out information only

4.  You should bring the following information with you when you come to walk-in hours: › Name of your student organization and your advisor › Name of your event › Time, date, and place › Description or idea of what you want to do

5.  Contact information is on back of Event Approval form  Be sure to ask about any fees for room set-up or technology  Provide a copy of your reservation with your completed form

6.  Off-campus speakers or performers  Student organization responsibilities: › Contact speaker about availability › Provide name, address, phone number, and Tax ID number to Student Life  Office of Student Life responsibilities: › Review contract and insurance requirements › Contact speaker regarding contract › Work out all details with speaker

7.  Working with Sodexo › Most of the time you will need to use Sodexo › No Frills Catering › https://northernarizona.catertrax.com  Outside food › Donations or pre-packaged food › Must get food waiver approved

8.  Used for events where there is a foreseeable risk of injury or harm to participants  Forms must be filled out completely, including insurance information  Forms are returned to the Office of Student Life following event

9.  Campus Safety/NAUPD  Parking/Shuttle Services  NAU Central Ticket Office

10.  Used whenever you are selling tickets or merchandise or collecting donations  Completed form should be turned in to Office of Student Life after your event

11.  Bring your signed Event/Activity Approval Request form and any other required documents to the Office of Student Life  Staff will review and sign off on your event  Pick up your signed Approval form and keep it handy during your event

12.  Do not market your event until you have received final approval from the Office of Student Life!  Marketing Ideas › Bulletin boards in the Union › Bulletin boards in Residence Halls › TV monitor outside Office of Student Life › Student Organization Newsletter › Facebook

13.  Suggest an event  Walk through the planning steps together