Welcome to the Event Planning page, we’re here to help you through all the steps of planning a successful event on campus. If you have any questions, please refer to the information below or contact us.

Steps to plan a successful event

1. Submit a Triplicate Request for Room Reservation Form.  All triplicate requests must be submitted at least three (3) weeks prior to event date.
2. The person/organization requesting event is responsible for securing all signatures necessary on the triplicate form.
3. Student Involvement & Leadership Events Administrator/Coordinator will receive and assist with completing contracts for DJ, lecturers, performers, inflatables, etc. based on the correct funding source.
4. All Bake Sales, Bazaars, or Fund Raisers that include food sales must complete a permit application, and Submit to the City of Hampton Health Department 5-7 days prior to the event. The Hampton Temporary Food Sale or Distribution Permit can be obtained by visiting the City of Hampton Website.
5. Finally, once all the above is complete, the Events Permit is approved and issued. All final set-up needs must be confirmed with either Mr. Deshawn Savedge, Building Services, and Media Productions.

Tips for Event Planning

• Plan Ahead: know the basics of your event before contacting anyone.
• Know who to contact and when they should be contacted.
• Fill out all necessary forms and build in some time for it to process. (at least three (3) weeks prior to event date)
• Read the policies and procedures for your event once it has been approved.
• Relay all the information, including policies, to your entire organization so every member is aware of the information.

Important Details:

• The Student Involvement & Leadership Office staff or designee reserves the right to attend the event.
• Each student organization must have Advisor present for the entirety of the event or the event will be cancelled.
• Failure to follow policies and/or procedure can result in the loss of privileges and benefits of being a student organization and/or can be referred to the Office of Student Affairs.