ASUCR Event Request Form 25-26

ASUCR Event Request Form

Allow for 5 business days for processing before stopping by the office. This form must be filled out 3-4 weeks prior to your event, no exceptions. If you are wanting to include promotional items, please fill out this form 1+ month prior to your event date. This is to account for manufacturing, shipping, delays, etc. Please note: if you would like to cancel your event to email the Coordinator for Programs and Initiatives ASAP. If you do not cancel within 7 business days in advance, you will be charged by HUB scheduling. ASUCR Event guidelines and information can be found here: https://asucr.ucr.edu/forms
Name of Event: *
Event Description. Be descriptive, concise, and clear in providing an overview of your event as this information will go onto the UCR Events Calendar.*
What office is this event coming from?*

PresidentEVP (Executive Vice President) & SenatorsFinanceInternal AffairsExternal AffairsGCAP (Vice President of Sustainability)Diversity, Equity and InclusionMarketingJudicialStudent Voice CommitteeStudent DirectorsDiversity Council
If you selected "Student Director", please share the office/area that is hosting this event?*
Name*

First NameLast Name
UCR Email Address *
example@example.com
Who is the programmer responsible for communicating with Professional staff regarding event updates, needs, etc. *
UCR Email Address*
example@example.com
Is this a collaboration with another department? If so, which one? If none, please type "None"*
What type of event is this?*

Small Scale Event (Town Hall, Info Session, Meeting, between 5-75 people)Large Scale Event (Concert, Festival, +75 people)SurveyTablingEvent Notification - Collaborator has reserved event spaceNot Sure Yet
What is the preferred date for your event?*

MonthDayYear
Date
Hour MinutesAM/PM Option

Event Times:*

Rows	Time:
Set-Up Time
Event Start Time
Event End Time
Event Breakdown Time

Where is the preferred location for your event?*
Please indicate if the location is indoor or outdoor. Ex. Clock Tower - Outdoor
Backup location/date/ideas:*
What is your preferred room set-up? *HUB Scheduling charges for larger set ups. As-Is means you are moving the furniture in the room/space on your own and will put it back. This is the free option. Any large set up will be charged.*

As-IsTheater (Chairs Only)ClassroomSquareU-ShapeRounds of 10Other
Do you want Scotty to be present at your event?
Please fill out the Scotty Request form here: https://highlanderlink.ucr.edu/submitter/form/start/690677
Will your event require the following? Please select all that apply. Reminder that these services operate on a "recharge" basis so please make sure you are accounting for it in your budget.*

Facilities ServicesMultimedia/AV SupportTransportation and Parking ServicesRisk ManagementUC Police DepartmentHUB (amplified sound request, alcohol permit requests, etc)N/A
Has event management already been assigned for your event?*

YesNoWorking on it
What is your expected attendance?*
What is your budget for this event?*
Please create your Supply List: https://docs.google.com/spreadsheets/d/1PaVEyEVP-pdXcrVdAwS540WBKM7vNTRuIDem2BzfwBI/edit?usp=sharing. Email or tag it to Rachel Freeman-Cohen (@rfree001@ucr.edu) once it is finished.
Have you submitted an Expense Request for this event? If no, please submit as soon as possible. Purchases cannot be made until an Expense Request has been approved.*

YesNo
What is the purpose and/or goal of your event/meeting?*
Will there be giveaways? If so, please explain what kind. If none, please enter "None". *
Please note that custom promotional material designs must be ready and presented to Professional staff at least 6 weeks before your event date to account for shipping, delays, etc.
Will food or beverage be served at the event? Please note, food and beverage are NOT permitted in Academic buildings. EH&S will require a temporary food service permit.*

Food and beverage will not be servedUCR Crate CateringUCR Approved CateringOther
What food or beverage is being served? Include from what store/restaurant? *
This information is needed for your temporary food permit.
Anything else you would like to share about your event?*
Do you want this event shared on the UCR calendar?*

YesNo
Do you have a flyer already made for your event? If so, please make sure you email it to Rachel Freeman-Cohen with an email subject of "[Name of Event] - Graphic for UCR Events Calendar," for submission.*

YesNo

Custom Promotional Items Request

Must be submitted 1 month prior to event date to account for manufacturing, shipping, delays, etc. This is for custom items ONLY. Please note that there is a $75 per gift card limit on promotional materials and giveaways. Do not buy the gift card in advance! A professional staff will purchase the gift card for the winner. Any item over $9.99 will need a gift receipt. This form is prepared by professional staff and must be completed before the gift is given. A supply list for your event, food, etc is separate and can be found here: https://docs.google.com/spreadsheets/d/1b-2y3RbUbD5scFxKLrPgpsmRTw9NJHCziOh2-uRRTFE/edit?usp=sharing.
Product List

ASUCR Event Request Form

Custom Promotional Items Request