Student Event Request

The Student Involvement and Leadership Center (SILC) has been authorized to serve as the event registrar for events hosted by Registered Student Organizations (RSO). 

General Rules and Procedures for events (Please review before choosing an event category):

  • No amplified sound at any time
  • 1-2 six foot tables / 4-6 chairs can be used per reserved space (tables may be reserved through Student Affairs)
  • Public seating on Wescoe Beach is NOT to be used at part of the display/table/activity.
  • Displays can include a 10' x 10' pop-up free-standing canopy / tent (without sides).
  • No activities will be allowed with paint, water or vehicles (cars, trucks, boats, trailers, ATV's, etc.) Wescoe Beach.
  • Maximum of 4-5 RSO members working at one time
  • Signs should be no larger than 24" x 36" on free standing A-frames or 18" x 24" on metal H-style frames will be allowed. Signs are NOT allowed to be mounted or connected to landscaping, buildings or set landscaping along Jayhawk Boulevard
  • Displays / Exhibits should be no larger than 4' x 4' (16 sq ft) and no taller than 7'
  • For Stauffer-Flint / Watson Library lawns ONLY
  1. Displays / Exhibits have a two-day (48-hours) display time maximum
  2. Pre-fabricated, free standing, erected frames must stay within a 15' x 15" - (225 sq.ft.) perimeter; no taller than 15'
  3. Barriers around displays may be required to limit access to the display.
  4. Vehicles delivering displays/exhibits must be parked in approved parking areas (not near the display/exhibit)
  5. Small vehicles (ATV's) can be part of the display
  6. Displays formed w/ flags, stakes (wooden/wire/metal holders), etc. cannot be taller than 12" above the ground and be set no deeper than 4" into the ground.
  7. Careful teardown is important so as not to leave wires in the ground that may cause damage during lawn maintenance.
  8. Displays requiring Campus Operations for set-up/ tear-down/ clean-up/ electricity, etc. will need to complete a Work Order and provide a funding source to pay for services.
  • Animals (dogs / cats from Humane Society and/or other providers)
  1. Dog/cats must be contained and/or on leash at all times
  2. Trained handlers must be present
  3. Vehicles delivering animals for the activity must be parked in approved parking areas (not on Wescoe Beach, Stauffer-Flint OR Watson Library lawns).
  4. Hand sanitizer must be available for participants.
  5. Cleaning supplies (paper towels, plastic bags, antiseptic cleaner must be available and organizers are responsible for clean-up)
  6. Animals cannot be taken into buildings
  • Food / Beverage (F&B) - KU Dining is the official F&B provider for the University
  1. Event Requester needs to provide confirmation that F&B has been ordered including funding source for payment.
  2. If the donated / sponsored product is to be served, KU Dining must sign a Food Exception Request that product is being prepared by a licensed / commercial vendor (no homemade products). Food products need to be individually wrapped (baked products and/or candy).
  3. If F&B is being provided / served, RSO must provide additional trash / recycling receptacles.

 

Events hosted by students fall into 4 categories the majority of the time.  Choose the category that applies to your event and then complete the approval process at the end of each section.  If a proposed event is beyond the scope of the category listed, you on behalf of your organization, can request additional information and/or guidance from the SILC office staff or the Office of Event Management & Protocol.


CATEGORY 1:  RSO recruitment of new members, promotion of future event/s, sharing information pertinent to the organization with or without food, monthly / semester organizational meetings, group photos, lectures / trainings, with/without invited speakers.

Tabling, Displays, Activities

Space and activities are approved by the Student Involvement and Leadership Center (SILC) - please see the approval process at the bottom of this category.

Reservations can be made for:

  • Wescoe Beach, (5 spaces available)
  • Stauffer-Flint lawn (2 spaces available)
  • Watkins Library lawn (2 spaces available). 
  • Kansas Union - 4th Floor or Plaza Area / DeBruce Center 
  1. Space and activities approved by the KU Memorial Union
  2. KU Dining Services
  3. Room Reservations
  • Patios/lawns surrounding University Buildings
  1. Space approved by building managers / school-department OR the Office of Event Management & Protocol
  2. Strong Hall front lawn is only used for university ceremonies
  3. Memorial (WWII Campanile Plaza, Korean War and Vietnam War Memorials)
  4. Memorial Drive is used for ceremonial events, i.e. commencement, commissioning, memorial / remembrance ceremonies
  • Food / Beverage (F&B) - KU Dining is the official F&B provider for the University
  1. Event Requester needs to provide confirmation that F&B has been ordered including funding source for payment.
  2. If the donated / sponsored product is to be served, KU Dining must sign a Food Exception Request that product is being prepared by a licensed / commercial vendor (no homemade products). Food products need to be individually wrapped (baked products and/or candy).
  3. If F&B is being provided / served, RSO must provide additional trash / recycling receptacles.

Organizational Meetings / Lectures

Reservations can be made for:

  • Wescoe, Mallott and other Centrally Scheduled Classrooms
  1. Classrooms / Auditoriums scheduled are reserved through Centrally Scheduled Classrooms
  2. No food and/or beverage is allowed in classrooms
  3. Chairs / tables should not be moved / rearranged
  4. AV equipment may be used if permission is granted when making reservations
  5. No displays/signs should be attached to walls, ceilings, furniture, etc.
  • Kansas Union / DeBruce Center
  1. Space and activities approved by the KU Memorial Union
  2. KU Dining Services
  3. Room Reservations
  • Meeting space within university buildings (not scheduled/reserved by Centrally Scheduled Classrooms)
  1. Space approved by Building Managers / Schools/ Departments
  2. Must check if there are special requirements for room usage, arrangement of furniture, etc.
  3. Displays / Signs
  4. Nothing should be attached to walls, ceilings, furniture without approval

Approval Process for Category 1

Approval Process:  Minimum of seven (7) working days

  • Complete on-line Event Request Form
  • Insert reservation numbers from the Kansas Union or attach and/or emails with approvals
  • SILC will review, approve, request additional info or decline Event Request
  • If approved, SILC will post on the University Event Calendar. (Monthly organizational meetings will NOT be posted)
     

 

CATEGORY 2:  RSO philanthropic, solicitation, fund raising, corporate and/or non-profit organization co-sponsored displays, food drives, book sales, receipt of donations / contributions to receive promo item, distribution of sponsored promo items.

Registered Student Organizations (RSOs) conducting philanthropic endeavors:

  • Can solicit donations (cash, canned/boxed food or water, clothing, books, etc.) for charitable causes and/or organizations.
  • Can distribute donated prizes (gift cards, promo items, i.e. bracelets, water bottles, coupons, etc.).
  • Can co-sponsor activities which require the majority of planning and execution of the event be managed by the student organization, including members hosting / managing the activity or event.
  • Cannot "FRONT" for a corporate and/or non-profit organization to gain access to campus facilities and/or audiences.
  • Are responsible for Kansas state sales tax if specific fees are charged and/or tickets are sold.  Exemption of this rule might be when signage that states, "Suggested Contribution of $XXX", allows interested students, etc. to participate without paying, but sales tax does not need to be collected.
  • Must develop a plan for handling and reporting cash and/or contributions during events, activities and during transitions of RSO members hosting the event.
  • Must maintain fiscal records related to soliciting on campus, available for audit by KU Business Offices for one (1) year.

Space and activities are approved by the Student Involvement and Leadership Center (SILC) - please see the approval process at the bottom of this category.

Reservations can be made for:

  • Wescoe Beach, (5 spaces available)
  • Stauffer-Flint (2 spaces available)
  • Watkins Library Lawns (2 spaces available).

Other reservable space for Tabling, Displays, and Activities

  • Kansas Union - 4th Floor or Plaza Area / DeBruce Center 
  1. Space and activities approved by the KU Memorial Union
  2. KU Dining Services
  3. Room Reservations
  • Patios/lawns surrounding University Buildings or other green space
  1. Space approved by Building Managers / School-Department OR the Office of Event Management & Protocol
  2. Strong Hall yard is only used for University Ceremonies
  3. Memorials (WWII Campanile Plaza, Korean War and Vietnam War Memorials) along
  4. Memorial Drive is used for ceremonial events, i.e. commencement, commissioning, memorial / remembrance ceremonies 


Organizational Meetings / Lectures

Reservations can be made for:

  • Wescoe, Mallott and other Centrally Scheduled Classrooms
  1. Classrooms / Auditoriums scheduled are reserved through Centrally Scheduled Classrooms
  2. No food and/or beverage is allowed in classrooms
  3. Chairs / tables should not be moved / rearranged
  4. AV equipment may be used if permission is granted when making reservations
  5. No displays/signs should be attached to walls, ceilings, furniture, etc.
  • Kansas Union / DeBruce Center
  1. Space and activities approved by the KU Memorial Union
  2. KU Dining Services
  3. Room Reservations
  • Meeting space within university buildings (not scheduled/reserved by Centrally Scheduled Classrooms)
  1. Space approved by Building Managers / Schools/ Departments
  2. Must check if there are special requirements for room usage, arrangement of furniture, etc.
  3. Displays / Signs
  4. Nothing should be attached to walls, ceilings, furniture without approval​
  • Food / Beverage (F&B) - KU Dining is the official F&B provider for the University
  1. Event Requester needs to provide confirmation that F&B has been ordered including funding source for payment.
  2. If the donated / sponsored product is to be served, KU Dining must sign a Food Exception Request that product is being prepared by a licensed / commercial vendor (no homemade products). Food products need to be individually wrapped (baked products and/or candy).
  3. If F&B is being provided / served, RSO must provide additional trash / recycling receptacles.

Approval Process for Category 2

Approval Process:  Minimum of seven (7) working days

  • Complete on-line Event Request Form
  • Insert reservation numbers from the Kansas Union or attach and/or emails with approvals
  • SILC will review, approve, request additional info or decline Event Request
  • If approved, SILC will post on University Event Calendar. (Monthly organizational meetings will NOT be posted)

 

CATEGORY 3:  RSO sponsored athletic / recreational tournaments (kick-ball, dodge-ball, soccer, Frisbee golf, free-throw contests, three-on-three basketball competitions, Olympic style tournaments, card board boat competitions, large group functions, etc.

Events requesting use of facilities managed by KU Recreation Services


Events requesting use of Green Space around Potter Lake, Marvin Grove, the Dance Pavilion or the "Hill" will be coordinated with Event Management & Protocol.

Approval Process for Category 3

Approval Process:  Minimum of seven (7) working days

  • Complete on-line Event Request Form
  • Insert reservation numbers from the Kansas Union or attach and/or emails with approvals
  • SILC will review, approve, request additional info or decline Event Request
  • If approved, SILC will post on University Event Calendar. (Monthly organizational meetings will NOT be posted)
     

 

CATEGORY 4:  Road Closures, Road Races, Green Spaces / Parking Lots (not outlined above), Multiple venue requests, etc.

  • Road closures for events on the Lawrence campus are limited to Sundays when KU Transit is not running.
  • Requests for road closures and use of parking lots will be submitted to Event Management & Protocol.  Once an application is received, representatives of KU Public Safety, KU Parking and Transit, Design, Construction & Management and Campus Operations will review to determine if the event can be accommodated.
  • Costs for KU Public Safety officers, parking barricades (delivery & set-up), will be the responsibility of the requesting organization.  Cost estimates will be provided in advance.
  • Please review the full policies and procedures to request a road closure or road race.
  • Events requesting use of Green Space around Potter Lake, Marvin Grove, the Dance Pavilion or the "Hill" will be coordinated with Event Management & Protocol.
  • Weddings/Ceremonies for the Danforth Chapel are coordinated through SILC.

 


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