Event Applications

An Event App is required whenever a registered student organization (RSO) desires to host an in-person event on campus, which includes in fraternity and sorority houses. An exception is granted for specific RSO events, as discussed in the Event Application Procedures.

RSOs desiring to have only a table in or around the University Union (with no other associated activity) should instead submit a Solicitation Permit Application under the Solicitation, Signs, and Postings Policy.

Student orgs may table as allowed for in Union House Guidelines and the Solicitation Policy:

1. There are Information Tables, which allow for the opportunity to recruit new members or raise awareness about an event, activity, or topic that is important to the student org.  
2. There are Fundraising Tables, which can be used by the student org to gain funds or donations from the University community to support a legitimate charity, sales of products produced by the student org itself, and/or ticket sales.   
3. For an activity to be considered tabling, all aspects of the activity, including displays or signage, must be confined to a 6 foot x 30 inch area, including the reserved table. Any activity that occurs outside of the approved 6 foot x 30 inch area or approved outdoor tented area, will likely be considered an event.  
4. Table hosts will be limited to 2 representatives and must be currently enrolled students who are members of the registered student organization.  Any activity that falls outside of this rule will be considered an event.

While an Event App is not required for virtual or off-campus activities, submitting one can help the RSO promote these activities to members and/or a broader audience, via the University calendar.

In line with UNT Policy 07.019 (Student Organizations), Student Activities has established Event Application Procedures which RSOs must follow when hosting an event in university facilities or on campus grounds. The full procedures can be found here.

RSOs are responsible for reading and following all procedures and policies applicable to the event process (See Event Related Policies below).

When submitting an Event App, the RSO must provide complete and accurate information about the event to ensure that it is reviewed and approved by the proper campus entities. Failure to provide complete and accurate information could subject the student and RSO to disciplinary and/or administrative action.  

While all student organization management has moved to EagleLink, for Fall 2026, the Event App will continue to be located in OrgSync. To access the Event App, go to the Organization Tool Menu in the organization's portal and select Events. In the top right corner, click on the blue “Create Event” button to get started. Note that only the President will be able to see the button and access/submit  the Event App. For additional assistance, view the Event Application tutorial here.

Student orgs must be registered with Student Activities prior to submitting an Event App for any event that would occur during the current semester (e.g., registered for 2026-2027 prior to submitting an Event App for a Fall 2026 event). 

Fall 2026 Event Apps include events falling within the date range of August 1st through December 31st. However, no Event Apps will be approved for events during university closures or, in accordance with UNT Policy 06.031 (Pre-Finals Days, Reading Day, and Final Examinations). These dates for Fall 2026 are December 2 - December 11.

The deadline to submit the Event App for an on-campus event depends on the level of risk assigned to it. Note that an Event App is not considered to be "submitted" until the Primary Advisors approves it in OrgSync.

If an element of an event may increase the RSO's or University's liability, or pose a hazard to people or property, the RSO should submit the Event App at least 15 business days prior to the requested event to ensure that there is time to complete the review process below, including review by the Event Safety Committee (ESC). Additional information about factors that increase risk and liability is addressed in the training video and Event Application Procedures, but if the RSO is in doubt about whether it needs to meet this deadline, it should submit the Event App by this deadline. The RSO may also contact the ESC for guidance, well before the potential deadline.

Since the last day to hold an event before Fall 2026 final exams is December 1st, the deadline to submit an Event App that would need to be reviewed by ESC is November 9th (15 business days prior to December 1st).

Otherwise, RSOs should submit the Event App at least 5 business days prior to the requested date to ensure that the reserving department has time to book the space. Please do not submit an Event App the day of or the day before a requested event and expect that the space is available and/or that the department has time to make the reservation in time.

Each completed Event App tags a number of reviewers (sending an automatically-generated email) and must be approved by the reviewers on each applicable level before it advances to the next level. For additional information about the review process, see the Event Application Procedures.

• Level 1: RSO Primary Advisor
• Level 2: Dean of Students Office for outdoor events with structures/exhibits or camping
• Level 3: Reserving department(s) for the space(s) selected by the RSO on the “Space Request” page of the Event App, if the event requires the reservation of space; plus Risk Management Services (Food Safety) for an event that will have food or drink not provided by Dining Services
• Level 4: Event Safety Committee (ESC) Chair for review by ESC, if an element of the event may increase the organization's or University's liability, or pose a hazard to people or property
• Final Review: Once an Event App is approved by all tagged voting reviewers, it will be reviewed by Student Activities. If there are no remaining questions about event details, the Event App will be approved or denied

Event Logistics

If a RSO needs to make changes to logistics (which includes dates, times, or desired space) to a submitted Event App and that Event App:

• Is unapproved (pending), call Student Activities at (940) 565-3807. Student Activities will deny your Event App so you can make the necessary edits and resubmit. 

The RSO should not submit a new Event App. For either of the above, the RSO can make changes to the original Event App as necessary; when finished clicking through all of the pages to the end, the RSO will be prompted to “Resubmit” the request. Changes require approval per “Review Process” above, before the updated Event App is fully approved.

Event Details

At any time before or after an Event App is approved, a RSO must report any change in event activity details (that is, the things happening at the event) to Student Activities via a comment in the submitted Event App. Changes should be reported immediately, but at least 5 business days prior to the event, and require approval per “Review Process” above before the updated Event App is fully approved. For more information, including examples about details that need to be reported, see the Event Application Procedures.

To maximize usage by RSOs, starting at 5 pm Sunday through Thursday, series/recurring requests (typically meetings) are limited to 1.5 hours in length, and one-time requests (typically non-meetings) are limited to 4 hours in length. Exceptions may be made, based on availability, after the second Friday of each semester.

Room assignments are subject to change based upon availability. If the room or building requested is not available or unable to be booked for the event, Student Activities will book the closest available location that will accommodate the size of the event.

Classrooms should be left in a neat and organized fashion, and organizations will be held responsible for damages occurring during the use of the facility. If Student Activities receives any complaint regarding noise, trash, or disorganization within the classroom, the reservation will be canceled and the organization may be ineligible to make future reservations. The incident may also be submitted to the Dean of Students for conduct review.

Not all spaces on campus allow food and/or drink, or may under certain circumstances, so it is important for student orgs to know and abide by the reserving department's food and drink policy.

RSOs wishing to serve food and/or drinks from a vendor other than UNT Dining Services (including Verde Catering and Food to Go) must indicate that on the Event App so that it can be reviewed. For off-campus restaurants or food service vendors, a copy of the vendor's current health permit needs to be on file with Risk Management Services (Food Safety).

Approval or denial of food and drink at an event will communicated via the Event App.

While most communication with reserving departments should be done via the Event App, there may be instances in which a RSO needs to reach out with questions, etc. If the event contact has not heard from the reserving department at Level 3 (see Review Process above) and it has been at least 48 business hours since both Levels 1 and 2 were approved, the event contact may reach out to the reserving department.

• For Auditorium, Union, most outdoor space (including the Library Mall and South Lawn), and space not listed below: Conference and Event Services (Union 418, UniversityUnion.SchedulingOffice@unt.edu, or 940-565-3804)
• For classroom space: Student Activities (Union 345, student.activities@unt.edu, or 940-565-3807)
• For Bruce Concert Hall, Crumley Conference Room, Honors Conference Room, Rawlins MPR, Victory Seminar Room, Joe Greene Lawn, Rawlins/Honors/Clark Amphitheater: Housing (Anna Zemmin, Anna.Zemmin@unt.edu)
• For the Rec Center, Rec Fields, PEB, and Bahnsen Gym space: Rec Sports (Rec Center 103, recres@unt.edu, or 940-565-2275)
• For Fraternity Row, or Sorority Row/Courtyard space: Center for Leadership Development (Center for Leadership Development, cld@unt.edu, or 940-369-8463)
• For the Environmental Building (EESAT) Atrium: Events Coordinator (Env 164, brian.wheeler@unt.edu, 940-565-4912)
• For Coliseum and Gateway Center space: Coliseum (Coliseum 111, Heather.Hoskins@unt.edu, 940-565-2557)
• For DATCU Stadium space: Athletics (Joshua.Yandell@unt.edu)

• Showing movies, TV shows, documentaries, YouTube videos, or games publicly (even for free) requires Public Performance Rights.
• Contact the distributor or a licensing company in advance, preferably a couple weeks in advance, to get written permission to show the media. Additionally, there may be licensing fees associated with showing a film, tv show, or other media. 
• Please remember, the University's Media Library does offer some movies that already have the Public Performance Rights included. You can find those movies on the Media Library website.
• Paid for streaming services such as Netflix, Disney +, Hulu, and Amazon Prime Video, and YouTube TV are only allowed as a means to show the media once PPR has been secured. Owning a DVD, streaming access, or video game does not grant you permission to use it in a public setting (such as on campus).