Helping
organizations to have
successful, safe, and secure events
at Iowa State University.
PROCESS
How does the Event Authorization Process work? The process begins
in the Memorial Union Event Management Office (3630 MU
• 294-7226) where you pick up a Activity
Authorization Form and receive consultation by the staff on
the specifics of your Activity. The staff will inform you of the
"Level" of your event. Levels are assigned based on a
number of factors including size of the event, location and potential
risk. When planning your event keep in mind that you should not
begin advertising it until you have had a consultation with a member
of the Memorial Union Event Management Office (3630 MU
• 294-7226) staff.
General meetings do not require an activity
authorization, unless you are selling something.
All forms must be turned in at least 15 class days prior to the event to the Event Management Office, 3630 Memorial Union, or emailed to eventauthorization@iastate.edu. The Event Authorization Committee will review and assign a level to your event. Events assigned to Level 3 will need to follow the EVent Authorization Process outlined in the brochure or found below. If you are using this form to notify the university of your intent to hold a Public Event that does not require approval, shorter time periods may apply.
Level
Information
- 0-General
Meetings
- 1-Outdoor
Informational, Organization Displays, Educational, Artwork,
etc.
- 2-Recreational,
Events with Food, Fundraiser (s), etc.
- 3-Concert/Dance,
Fireworks, Rally/Speech, Road Race, Parade, all events during
the week of VEISHEA, "Theme Week" events (events which
are held annually and may have more than one event throughout
a one-two week time period), etc.
LEVEL 1 EVENTS
LEVEL 1 EVENTS include, but are not limited to the following:
Informational, Organization Displays, Educational, Artwork, etc.
All Level 1 Events will need authorization at least FIFTEEN CLASS
DAYS prior to the event itself. Bring the Activity Authorization
Form to the Memorial Union Event Management Office (3630 MU • 294-7226), for
consultation. Your event may be upgraded to another Level according
to the risk factor.
Memorial Union Event Management Office staff member (3630 MU • 294-7226) will sign off on the Activity and obtain the rest of
the required signatures if we are able to ensure that the event
will be safe, secure and successful. A copy of the signed Activity
Authorization Form will serve as a record of your event's approval.
LEVEL
2 EVENTS
LEVEL 2 EVENTS include, but are not limited to the following:
Recreational, Events with Food, Fundraiser (s), etc. Level 2 Events
will need authorization at least FIFTEEN CLASS DAYS prior
to the event itself. These are the steps on how to receive authorization:
- Read
the Activity Authorization form notes (back of the Activity
Authorization).
- Read
and fill out an Activity Authorization form with your Adviser.
Please note that you may need to get a green intramural form
by Campus Organizations Accounting Office Memorial
Union • 294-1633 for various university services. ISU
Police (Department of Public Safety), Facilities, Planning and
Management (tents/stakes, garbage cans, barriers, etc.) , Memorial
Union (The union costs an estimated additional $50 per hour
after hours), and/or Risk Management for additional insurance
coverage.
- Bring
the Activity Authorization Form and the green intramural forms
to the Memorial Union Event Management Office staff member (3630 MU • 294-7226) will sign off on the Activity and obtain the
rest of the required signatures if we are able to ensure that
the event will be safe, secure and successful.
- The
Memorial Union Event Management Office (3630 MU • 294-7226) will consult with you in regards to
your organization potentially needing to follow the Level 3
process for the Event Authorization Committee. You will receive
a copy of the Activity Authorization as a record of your event's
approval.
LEVEL
3 EVENTS
LEVEL 3 EVENTS include, but are not limited to the following:
Concert/Dance, Fireworks, Rally/Speech, Road Race, Parade, all
events during the week of VEISHEA, "Theme Week" events
(events which are held annually and may have more than one event
throughout a one-two week time period), etc. These are the steps
on how to receive authorization:
- The Activity Authorization form must be turned
in at least FIFTEEN class days prior to your event, you will
then be placed on the EAC Agenda.
- All
Level Three events will need to meet with the Event Authorization
Committee at least TEN class days prior to the event. VEISHEA:
All proposed events during the week of VEISHEA must be submitted
to the Event Authorization Committee and VEISHEA Executive Committee
for approval THIRTY (30) calendar days prior to VEISHEA. There
will be no exceptions. These timelines allow us to assist each
organization to have safe, secure and successful events.
- Read
and fill out an Activity Authorization form with your Adviser.
You MAY need to get a green intramural form signed off for one
or more of the following: ISU Police (Department of Public Safety),
Facilities, Planning and Management (tents/stakes, garbage cans,
barriers, etc.) , Memorial Union (The union costs an estimated
additional $50 per hour after hours), and/or Risk Management
for additional insurance coverage.
- Discuss
with a Memorial Union Event Management Office (3630 MU • 294-7226) staff member if this will be
necessary for your event.
- Get
prepared for your presentation: You will need to make a presentation
about your event to the committee. You will need to have a one
page event summary about your event. (Please bring eight copies
to the meeting)
- Be
prepared to answer questions about security and/or risk management
in regards to the event. Bring the green intramural forms
by Campus Organizations Accounting Office ( Memorial Union
• 294-1633) for various university services.
- Your
event may need to be relocated according to the estimated crowd
and/or type of event.
- If
EAC is able to ensure that the event will be safe, successful
and secure, the event may be authorized. You will then need
to present your event to the committee and receive the required
signatures. Memorial Union Event Management Office (3630 MU • 294-7226) Risk Management Coordinator (1350 Beardshear
• 294-7674) ISU Police (Armory • 294-4428) Facilities,
Planning and Management. (General Services • 294-0692).
Memorial Union. You will drop off the MU Intramural form at
this point. If your event is to be held there past regular Memorial
Union hours. (3630 MU • 294-1437) Department
of Residence (1203 Friley • 294-6428) - if the event occurs
in any of our residence areas.
- You
and your Adviser will receive a letter and/or email from the
Memorial Union Event Management Office (3630 MU • 294-7226) that will serve as a record for your
event's approval. If your event changes you will need to notify
the Memorial Union Event Management Office (3630 MU • 294-7226) immediately.
Event
Authorization Committee Meeting Information
All EVENT AUTHORIZATION MEETINGS are held on Thursdays at 3:00pm
in the Memorial Union. Please
read Level 3 Event information in regards to what process organizations/departments
will need to follow in order to have a safe, successful and secure
event at Iowa State University. To
have a consultation about your event please meet with Scott Maas in the 3630 MU or contact him at srmaas@iastate.edu 294-7226.
EAC
Members
Scott Maas* (Memorial Union Event Management Office)
Doug
Arrowsmith (Recreation Services)
Bob Currie (Facilities Planning and Management)
Anita Elliott (Memorial Union Reservations)
Deb Sunstrom (Risk Management)
Deb Larkin (ISU Police)
Steve Satterlee (Memorial Union Student Activities Center)
Brian Corley (Environmental Health & Safety)
Heather Phillips (Dept of Residence)
Jeni Ross (ISU Dining)
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