Student Organization Event Request Form

Event Details
Have you requested this event on Ad Astra?*
Events must first be requested through Ad Astra. To request an event on Ad Astra go to the HBU Portal and Select Schedule an Event.
- Yes
- No
Ad Astra Event Reservation Number*
Event is not approved until this event has been submitted and the event has been approved through Student Life.
Event Name*
Description*
Single, Multiple or Reoccurring Event?*
- Single (this event will be one date and time.)
- Multiple (this event will require different dates and times.)
- Reoccurring (this event will have the same time but different dates.)
Single Event Date*
Date Format: MM slash DD slash YYYY
Single Event Time*

: HH

MM
Multiple event Dates and Times*
Date Time
Reoccurring Event Week Day*
What day of the week will this event be each week.
Start Date*
Date Format: MM slash DD slash YYYY
Start Time*

: HH

MM
End Date*
Date Format: MM slash DD slash YYYY
End Time*

: HH

MM
Expected Attendance*
Will this event be Open to the general public?*
Events that are open to the public will be subject to Police and Custodial charges. Please email hbupolice@hbu.edu for security requirements.

Set Up Requirements
Will you be requiring additional tables or chairs?*
Set ups are required to be turned in 5 business days in advance to the first date of event.
- Yes
- No
File
Drop files here or

Accepted file types: pdf.
By selecting "No" I agree to accept the location of the event(s) "as is" and will not require additional furniture or set up needs.*
- I agree.
Will you be requiring Media Services?*
Media must be requested by Student Org Advisers. Ex. Microphones, PA, extension cords, etc.
- Yes
- No

Advertising
Will there be t-shirt produced related to this event (sold or given away)?*
Approval must be granted from Student involvement before the t-shirt can be advertised or put into production.
- Yes
- No
Please attach a picture of the t-shirt design for approval.*
Note that you are not permitted to place an order until you receive approval from the Student involvement office.
Are you planning on having posters for this event?*
- Yes
- No
Please attach the poster for review.*
Do not make copies of your poster until you received approval from the Student Involvement office.

Food
Are you planning on having food at this event?*
- Yes
- No
Are you planning on using Aramark for your catering needs?*
- Yes
- No
Have you contacted Benny Gilbert, Catering Manager, already?*
To receive approval, please send Benny an email at bgilbert@hbu.edu.
- Yes
- No
What food are you wanting at this event?
Who is catering your event?*
What food is being provided for this event?*
Have you cleared this with Benny Gilbert, Aramark Catering Manager?*
Before agreeing to any outside catering, you must get approval from Aramark per HBU's contract with them. If you are making the food yourself, you must also get this clearance from Aramark, and follow the proper guidelines.
- Yes
- No

Speaker/Performer
Are you inviting any speakers or performers?*
- Yes
- No
I agree to complete and submit the Speaker request form.*
Speaker form can be found at the completion of this form or on the HBU Student Organization website.
- Yes
- No

Additional Event Details
Will you be accepting payment of any kind?*
Ex. Donation, entry fee, etc.
- Yes
- No
Will there be perspective Students at your event?*
- Yes
- No
Will you be requesting CLW credit for your event?*
- Yes
- No
Will you be bringing in any outside vendors? (inflatables, food trucks, etc.)*
- Yes
- No