Event Registration (EVR)An Event Management Tool

March 4, 2014Presented by: Bill St. Jean

What is Event Registration? Event Registration (also known as EVR) is a process

designed to help the RIT community plan activities and trips in a safe and organized way.

The process allows you to request services from various departments on campus without having to visit those offices in person.

The EVR certification component serves to educate on successful event programming.

EVR Office Location & Hours• Campus Life oversees the

Event Registration Office Staff The EVR Office is located in

the Campus Center (Building 3) behind the Welcome Center Desk.

Hours: Monday – Friday 1pm-4pm Last event intake will be done

at 3:45pm You can visit the EVR office

during open hours or reach out to us VIA phone (585.475.5796) or email (evrccl@rit.edu) Please note that Event Intake

CANNOT Be done over the phone and MUST be done in person OR online from home

Bill St. Jean(e) brsrla@rit.edu(p) 585.475.7685

So you’re planning an Event…

Congratulations! While your organization or department may have several “EVR

Certified” members, each event will have on person designated as the Responsible Representative.

Responsibilities of a Responsible Representative Act as our main point of contact and oversee all

communication for the event. Be present and identifiable at the event. Ensure the event occurs in a manner consistent with the

facts represented in your event summary. Ensure facility is returned to its original condition. Report emergencies or problems to Public Safety of RIT

Staff.

Important things to know before you register your event...

Time is key! The EVR staff recommends registering your events between 3-8 weeks in advance.

Can your organization afford the event? Will you need to request money from Student Government?

Have you set a concrete time, date, and location for your event? Have you reserved the space for your event?

Please note: Unless you have a space reserved, The EVR cannot register your event.

Reserving Space on Campus Reserving your event space is the most important thing you need

to do before registering an event with EVR! Many room reservations can be made through the

Campus Center Reservations Office (also located in the Campus Center behind the Welcome Center desk). Hours: Monday – Friday: 9am – 5pm Phone: 585.475.6992 Email: reserve@rit.edu

Contact Campus Life Reservations if you are not certain how to reserve a particular space.

Events NEED to be registered because… Institute funds are used (including money earned

from fundraising). Services are required from RIT departments (FMS,

Tech Crew, Public Safety, etc.). Events occur off campus. Consumption of alcohol is planned (this is only

permitted in approved locations and licensed caterer is required).

All or part of your event extends past normal building hours.

Events NEED to be registered because… An outside caterer is used. Event is attended by guests who are not members

of the RIT community. Event is publicized in a public manner off-campus. Event is Co-sponsored by another organization or

club. Event meets one of the above criteria and involves

a high-risk activity.Sports, travel, inflatables, etc.

Events taking place Off-campus**

Registering your event in EVR

Once you’ve reserved your space, you’re ready to officially register your event.

You can register your event online 24/7 by visiting http://thelink.rit.edu/ Please note: If you attempt to register an event less that 8

days from the date of the event, your event may be denied due to lack of time.

What question will I be asked for ON CAMPUS events? Event name and description (something that will

distinguish your event on the Events Calendar). Date, Reservation start/end time, Event start/end time,

and Reserved locations. Expected attendance. Who will be invited:

RIT: all RIT students, faculty, staff are welcome to attend College: Admittance with college ID only Public: Open to the RIT community and beyond Private: Invitation only events

What question will I be asked for ON CAMPUS events? What service providers you’ll need help from and what

you’ll need. FMS, Tech Crew, ETC, Catering, RITA, Public Safety, etc.

Admission charge & Ticket information. If you’ll need SG funding. Whether or not food will be served and the event and

where it’s from. Whether or not your event includes a Raffle.

What question will I be asked for OFF CAMPUS events?

**ALL OFF-CAMPUS EVENTS MUST BE REGISTERED** Event name and Description Departure and Arrival location and Information Number of Males and Females traveling Means of Travel (Car, Bus, airplane, etc.)

If SG van is requesting, we will need the information of a certified van driver.

Round trip distance Overnight accommodations information

Club Professional staff can help you make these reservations Cost of Trip for SG finance Assistance

What happens next? Once your event has been submitted, the EVR staff will review

your event for accuracy or any missing information. During this preliminary review process (pre-approval) we will:

Verify room reservations Approve your event name and description Check for correct dates and times Make sure all hotel and travel information has been provided for off-

campus events. Assess the level of risk associated with the event and determine if a

waiver will be necessary.

Keeping up with communications

Each event that you register through EVR will have a corresponding online message board. All questions and answers should be posted to the message board by logging into EVR.

Anytime a message is posted, you will receive an email notification. Remember to post your response to the message board by clicking the link provided in the email as opposed to replying to the email.

By using an online message board, all correspondence related to an event is kept in a central location and all parties involved can be kept informed of changed or concerns.

Service Provider review… Just as the EVR staff reviewed your event prior to

sending it out to the distribution list, all service providers will read you event summary to find out what you need from them.

And just as the EVR staff may have posted questions on your event message board, service providers will do likewise.

REMEMBER: Please keep up with the correspondence on the EVR message board. The success of your event relies heavily on your involvement during the weeks prior to your event. The more information you can provide to service providers and our staff, the better we will be able to help you!

Before your event is finalized… Some events require additional paperwork. Most

frequently, this paperwork relates to:

Accessing funds

Requests for Student Government funding

Contracts

Waiver forms

Accessing Funds An event must be registered before SG Recognized Clubs

can access funds for an on-campus event.

Non-SG recognized student organizations and RIT Departments must supply an account number.

RIT Recognized Fraternities & Sororities must prepay for an expense related to their event with a check from their organizations checking accounts.

All service providers estimates will be on the message board so that your organization or department is aware of changes prior to your event.

Requesting SG Funding… Only SG recognized clubs, organizations, and RIT recognized

Fraternities & Sororities can request SG funding.

During the event registration process, you will be asked if your organization plans on requesting funding.

The EVR office will process you request and a representative from the SG finance Committee will contact you to set up an appointment to review your request.

The SG Finance Committee meets once a week during the academic year to review requests.

Fro more information on SG funding please visit the Club Resource Center in the Campus Center (Building 3).

Contracts Contracts are required for events that utilize a performer, speaker,

DJ, instructor, novelty company, etc. Contracts will be drafted regardless of whether the individual is being paid.

Submit a Contract Request From and completed W-9 (if individual is being paid) to the EVR office no less that 15 working days before the event.

Contract Request Forms are available at the EVR Office or will be attached to your event’s message board.

Contracts are signed but the Center for Campus Life professional staff. STUDENTS ARE NOT TO SIGN CONTRACTS!

Waiver Forms Waiver Forms are required for events that entail risk such as

athletic events, novelty inflatables, outdoor activities that involve hiking/camping, and off campus travel events.

They are used to educate participants of risk involved in the event and to protect the Institute & Organization.

The EVR office will determine which events will need a waiver. The EVR staff will also draft these waivers and post them to your event’s message board, prior to your event.

As the Responsible Representative you will: Make copies of the waiver for all participants Turn in signed waiver forms to the Information Desk but the

date indicated on the EVR message board.

Approval of Event An event is approved once all requested service providers have

worked out the details with the Responsible Representative and all the safety requirements have been met.

Event Registration will post a message stating, “This message is to APPROVE this event” to the message board. This post means that your event is ready to take place.

If you think all requirements have been met, but you still have not received the approval message, contacts EVR to see if there is anything else you can do to help move the process along.

Your event should NOT be held unless all service are confirmed on the EVR message board and an approval message has been sent out.

Serving food at an event…Brick City Catering

Requests for BCC can be done in person at the Catering Sales Office in the A-level of the SAU or online at https://rit.catertrax.com/

Requires a minimum of 10 business days notice for their services.

Selling food on campus… The preparation, cooking, and serving of food on campus for the

purpose of resale is strictly regulated.

You cannot sell foods which consist in whole or part of milk products, eggs, meat, poultry, fish, and shellfish without complying with appropriate handling, packaging, and storage as defined by the Monroe County Health Department.

This prohibition includes the sale of hot dogs, submarine sandwiches, chicken wings, pizza or other items that fall within the above definition.

Bake sales are permitted with the understanding that each baked good will have an accompanying 3x5 index card listing the ingredients.

Can I serve Alcohol at an event? Registration must begin at least 20 working days before the

event.

Alcohol can be provided, possessed or consumed by students only in institutionally designated spaces on the RIT campus.

Alcohol must be served by a licensed third-party vendor or caterer.

Guests must be invited by direct personal invitation only.

Public Safety will determine security needs.

The event must be held in accordance with the RIT student Alcohol and Drug Policy.

Clubs/Involvement- An Overview STUDENTS:

Fill out interest form & club profile Get connected to CLUBS! Recommendations for you Get involved in events Find out club news & information Find out what’s happening on campus! Easily, search tool View the event calendar by simply clicking “events”

CLUBS: CUSTOM pages (like Facebook!) Online registration tool, election tool, forms, roster management, syncs

with social media, and more Event publicity! Get people to join the club, or email with questions right through the site Soon: ATTENDANCE

Events @ RIT- A Summary

Events are important on campus to get students INVOLVED & ENGAGED

EVR is required to ensure ((Safe & Successful)) events Some things we monitor: high risk activities (waivers),

budgets/funds (contracts), travel, etc. Some things we coordinate: FMS tables, Tech Crew sound &

power, Production Services projectors, Brick City Catering, etc. Some things we make sure happen at events: Public Safety,

Environmental Health & Safety review, RIT Ambulance, Interpreting Services, etc.

Questions?

Thank you!