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Event Planning

Event Registration

Event Registration Process

The Event Registration Process helps student organizations plan successful, safe and organized activities. It allows students request services and create successful events.

Guides:


Where to register events

To register an event on behalf of your organization, log in to Campus Community Connection and navigate to the organization you want to create an event for. All Organization management is done through the Action Center, from there you can create events. There are two ways to access the Action Center:

  1. To access the Action Center:
    1. From your home screen, Click on the menu button next to your account icon in the top right of the homepage, then click on “Manage”.
    2. From an Organization’s CCC page, click on Manage Organization.
  2. Creating an Event Registration:
    1. In the Action Center screen click on the organization you are creating the event for
      1. If you entered from the Organization Page, skip this step
    2. Click on the Action Center Menu (next to your organization name under the CCC logo).
    3. In the menu that appears, click on “Events”. Please note that unless you have been granted access to the Events module, you will not see the Event button. See your Organization leadership if you believe should have access to this and do not.
    4. In the upper right of the Manage Events screen click the “Create Event” button. This will begin the Event Registration form.

For a downloadable copy of these instructions, click here


Do I need to register my event

You will need to register your event if it fits any of the following criteria:

  1. Any on campus event that needs resources from Event & Classroom Management (ECM).
  2. Any on campus event at which attendance will exceed 100 people.
  3. Any on campus event that requires significant University resources, (e.g., services supplied by Facilities, Public Safety). This includes events that will be held in the following spaces: Upper Strong, Lower Strong, Spurrier Dance Studio, Douglass Commons, Wilson Commons Hirst Lounge, Wilson Commons May Room, the Palestra, and the Field House.
  4. Any event, on- or off-campus, at which money will be collected (including but not limited to events with tickets, fundraisers, and raffles).
  5. Any on campus conference hosted by a student group.
  6. Any on campus event at which more than 20% of the audience and/or participants is expected to be non-U of R community members (conferences included).
  7. Any on campus event that involves working with a non-U of R organization, such as co-sponsors or guests.
  8. Any programs, on- or off-campus, involving minors and children (not including University students who are minors).
  9. Any event with alcohol that meets one or more of these qualifications:
    1. Is the event being hosted or planned by one or more members of the organization and supported by executive board officers?
    2. Is the event financed in whole or in part by the organization including the purchase of alcohol?
    3. Is the event listed or advertised on the organization’s website or social media accounts (Facebook, Twitter, etc.)?
    4. Do online invitations refer to the organization? This includes location name.
    5. Is the event listed on the organization’s calendar (public or private calendars included)?
    6. Will the event be announced at an organization meeting or over organization’s group text, Group Me, Slack Channels, etc.?

Example A (event must be registered):
An organization wants to host a wine tasting event for campus community members at an on campus location (fraternity house, May Room, etc.). The event is announced at the chapter meeting and advertised through CCC.

Example B (event does not need to be registered):
A 21 year old organization member wants to have people over to the fraternity house to watch football and will provide pizza and beer. They announce the gathering at the conclusion of the chapter meeting.


How do I register my event?

First:

  • Schedule a meeting with your advisor to discuss your plan. Please refer to all of the policies regarding event registration linked at the top of the page.

After meeting with your advisor:

  • Submit your registration request through the CCC. Your advisor will deny your registration request if it is not within the established time frame below.
  • Based on the nature of your event, your advisor will add the necessary reviewers from various offices at the University that you will need to support the event (e.g. Event and Classroom Management, Facilities, Public Safety). Any requests that will be asked of you will be made through the CCC. You will need to respond to these requests through the CCC.

After you have responded to all event reviewer requests, or, your submission has been reviewed by the Event Registration Review Committee:

  • Your event will be approved.

At least 2 business days before the event:

  • If having an event with alcohol, pick up SWARM t-shirts from UHS. If Public Safety Officers are assigned to your event, check in with University Public Safety to discuss details of your event.

When do I need to begin to register my event?

Student organizations must stick to strict timelines in order to ensure the success of their events.  Failure to follow event registration timelines will result in event denial by the organization's primary advisor. Please see

How many business days before the event do you:

Register a large scale event (events with over 100 people, Strong Auditorium, May Room, Douglass Ballroom

 30 days

All other events that meet event registration criteria

10 days


Service Provider Information

Event and Classroom Management

Jon Powers
ecmeventsupport@rochester.edu
(585) 275-2333

Facilities

Kimberley Taylor
ktaylor@facilities.rochester.edu
(585) 276-4160

Norm Rhow
nrhow@facilities.rochester.edu
(585) 273-5501

Public Safety

Phillip Salamone
phillip.salamone@rochester.edu
(585) 275-1091

Sanitarian (EHS)

Peter Castronovo
pcastronovo@safety.rochester.edu
(585) 275-3242

Dining Services/Meliora Catering

Rachel Kehm
rkehm@ur.rochester.edu
(585) 414-6580

Goergen Athletic Center

Jane Possee
jane.possee@rochester.edu
(585) 275-6914

Wilson Commons

Eric Howard
eric.howard@rochester.edu
(585) 273-1475


Location Information:

Have questions about how to register your event? Contact your group advisor (the staff member from WCSA, FSA, RCCL, Residential Life, or the Chapel who works with your group).


Event Planning