Student organizations must be registered with Student Activities prior to submitting an Event Application for any event/meeting that would occur during the current semester (e.g., registered for 2021-2022 prior to submitting an Event Application for a Spring 2022 event/meeting). Any Event Application submitted for an unregistered organization will be denied.
By policy, student organizations are not allowed to hold events/meetings during the period from pre-finals (two calendar days preceding reading day) through the end of finals. For Spring 2022, this period is May 4-13.* Any student organization wishing to hold an event/meeting during this time must receive permission, via the Event Application, from the Dean of Students.
Where do I find the Event Application?
The Event Application is located in OrgSync. To access the Event Application, go to the Organization Tool Menu in your organization's portal, and select Events. In the top left corner, click on the blue "+ Create Event" button to get started. Note that you will only be able to see the button if you have been given permissions to the Events tool in your organization's portal.
We have created a number of tutorials about the Events tool. If you have any technical difficulties or questions with the Event Application, please contact Student Activities.
When is an Event Application required?
This application is needed whenever a registered student organization desires to host any activity (e.g., event, meeting) in-person, on-campus (in university facilities or on university property). Organizations desiring to have only a table outside (no other associated activity) should instead submit an Solicitation Permit Application.
While not required for virtual activities, Student Activities can assist with promotion for those submitted via an Event Application.
What is the deadline for submission?
For some in-person activities, the deadline for submission is at least 15 business days prior to the requested date.** If the activity is seen as potentially risky, which is determined at the discretion of the reserving department or Student Activities, not the organization, the organization will need to submit this application by the 15 business day deadline. While this is not an exhaustive list, generally speaking, if it is outdoors, if there is food or beverage, if there is any type of physical activity, if you are inviting off-campus guests or minors (unless they are UNT students), if expected attendance is over 100, if the organization is selling tickets or other items, and/or handling hazardous materials, the organization should submit this application at least 15 business days prior to the requested activity. If in doubt about whether your activity needs to meet this deadline, it should be submitted at least 15 business days prior to. You may also contact the Event Safety Committee for guidance on the deadline.
Otherwise, student organizations are strongly encouraged to submit this application at least 5 business days prior to the requested date to ensure that: (1) they receive a space they desire, and (2) the reserving department has ample time to book the space. Most departments exist to do more than book space on campus, meaning that doing so is only one part of their mission. As such, please do not submit an application the day of or the day before a requested activity and expect that the space is available and/or that the department has time to make the reservation.
*NOTE: For Spring 2022, since the last day to hold events/meetings is May 3, the absolute deadline to submit an Event Application for an activity seen as potentially risky is April 12 (15 business days prior to May 3).
**NOTE: An Event Application is not considered to be submitted until both the President and UNT Faculty/Staff Advisor have approved the application in OrgSync.
What is the review process?
First, ensure that your student organization is currently registered with Student Activities, as only registered student organizations are allowed to submit Event Applications. Contact Student Activities at 940-565-3807 or email@example.com for guidance.
- Access the Event Application on OrgSync (assuming you have been given appropriate portal permissions), complete all fields of the Event Application, and submit it online by the deadline.
- Upon submission, the Event Application will be sent via email to the Organization's President and UNT Faculty/Staff Advisor. Both must review and approve (even if the submitter is the President) before the Application can be reviewed electronically by the next department.
- If the activity falls during pre-finals or finals week, the Event Application will be sent electronically to the Dean of Students, as per UNT Policy 06.031. In this instance, the Dean of Students must review and approve before the Application can be reviewed electronically by the next department.
- If the activity is planned by a(n) chapter/organization affiliated with the Center for Fraternity and Sorority Life (CFSL), the Event Application will be sent to CFSL for electronic review. In this instance, CFSL must review and approve before the Application can be reviewed electronically by the next department.
- For in-person activities requesting space on-campus: Once the above approvals have been secured, the Event Application will be reviewed electronically by the reserving department. The reserving department may reach out to the listed event contact to discuss details. This may be done via phone or in person, at the discretion of the reserving department.
- If the requested space is available, you will receive a confirmation of the reservation. If at any time the organization does not fulfill any requirements stated by the reserving department or other campus departments, the reservation and activity may be canceled by the reserving department.
- The organization may be required to attend an Event Safety Committee*** meeting prior to the event. If at any time the organization does not fulfill any requirements stated by the Event Safety Committee, the reservation and activity may be canceled by the reserving department.
- The activity occurs.
***Regardless of the requirement of attending the Event Safety Committee meeting, all organizations are encouraged to review the Event Safety Guidelines to help officers think about different risk issues related to the event.
Room assignments are subject to change based upon availability. If the room or building requested is not available, 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.
Reserving Department Contacts
If the event contact person does not hear from the reserving department within 72 business hours of Event Application submission AND it is known that both the Organization's President and UNT Faculty/Staff Advisor have approved, then please contact:
- 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, firstname.lastname@example.org, or 940-565-3807)
- For Bruce Concert Hall, Crumley Conference Room, Honors Conference Room, Rawlins MPR, Victory Seminar Room, Joe Greene Lawn, Kerr Basketball Court, Rawlins/Honors/Clark Amphitheater: Housing (James Fairchild, email@example.com)
- For the Rec Center, fields, PEB, and Bahnsen Gym space: Rec Sports (Rec Center 103, firstname.lastname@example.org, or 940-565-2275)
- For the Center for Fraternity and Sorority Life, Fraternity Row, or Sorority Row/Courtyard space: Center for Fraternity and Sorority Life (Center for Fraternity and Sorority Life, email@example.com, or 940-369-8463)
- For the Environmental Building (EESAT) Atrium: Events Coordinator (Env 164, firstname.lastname@example.org, 940-565-4912)
- For Coliseum and Gateway Center space: Coliseum (Coliseum 111, email@example.com, 940-565-2557)
- For Apogee Stadium space: Athletics (firstname.lastname@example.org)
Food and Drink at Organization Meetings and Events
If you are serving food from a vendor other than UNT Dining Services, a copy of the vendor's current health permit needs to be on file with Risk Management Services. You will be contacted if one is needed. Approval or denial of food and drink at meetings or events will be given via the Event Application.
For more information about the Event Application process, please contact Student Activities in Union 345, or at 940-565-3807, or email@example.com.