Student Event Application Form

This form is to be completed and submitted by the Sunday, AT MINIMUM two weeks prior to your event.

Please fill in all required fields.

PART I: CHECKLIST & POLICY INFORMATION

All events must abide by and follow the UNB Student Disciplinary Code, Harassment Policy, Alcohol Policy, Hazing Policy, as well as the UNBSU Clubs and Societies Policy.

Please ensure that the following has been completed BEFORE submitting your application:

Tentatively book your space
Tentatively book Student Campus Patrol if applicable to your event

PART II: PRIMARY EVENT ORGANIZER (PEO) INFO

* Name

* Position

* PEO Telephone # during the event

* Email

* Name of Event

* Hosting Group

* Event Date(s)

* Start Time

* End Time

* Itinerary/ Description of Event Include schedule/timeline

PART III: GENERAL INFORMATION

Please note: it is your responsibility to book the event venue/location prior to submitting this application, you can confirm the booking once your application is approved

It is important to consider the needs of your guests when booking your venue. Please consider using a venue that is accessible.

The number of guests must NOT exceed the room capacity.

* Maximum Number of Persons Attending

* Cost of Admission

* Will Guests be attending from outside your Recognized University Student Group?: Yes No

* Please specify whom and any other details

* Is this event ON Campus or OFF Campus? Please check all that apply: On Campus
* On Campus Location (specify building and room #)
Off Campus
* Off Campus Location

* Have you booked Campus Patrol?: Yes No

* Have you tentatively booked your space?: Yes No

* # of Campus Patrol members booked

* Hours of operation for CPs

* Does venue handle security?: Yes No

* Is this event taking place in Residence?: Yes No

* Sober Representatives (2 per house participating): * Name 1

* House 1

* Name 2

* House 2

Name 3

House 3

Name 4

House 4

* Proctors on Duty (2 per house participating): * Name 1

* House 1

* Name 2

* House 2

Name 3

House 3

Name 4

House 4

* Will alcohol be available at your event?: Yes No

Please note: your guests will be required to bring government issued ID to your event if alcohol is being served.

* Liquor Supplier

* Will alcohol be available for purchase?: Yes No

* How will alcohol be purchased?: Drink Tickets Cash Bar Other
Please specify

NOTE: The following question is for in-house residence events ONLY

* Will alcohol be allowed to be brought to the event by participants?: Yes No

PART IV: COMMUNITY RELATIONS, PHYSICAL ACTIVITY, FOOD, TRAVEL and OTHER RISKS

* Will there be amplified music/speeches?: Yes No

* Please provide details

* Will any food be provided, and if so, does it require preparation and/or cooking, heating, or cooling?: Yes No

* Please provide details

* Does your event contain controversial or potentially upsetting subject matter?: Yes No

* Please provide details

* Will the event include or expose any participant to hazardous materials or equipment?: Yes No

* Please provide details

Please note: City of Fredericton By-Laws and all other municipal and federal laws must be adhered to at all times.

* Physical Activity /Safety Risk Involved?: Yes No

* Type of physical activity (please list all)

* Facilities & equipment to be used (please list all)

Please note: All required waivers (Student Union Clubs and Societies Waivers ) must be signed by participants in advance of the event, and submitted to the Student Events Review Committee, or your Review Team (GSA, SU, UREC).

For waivers and contracts please contact, riskmgmt@unb.ca

Proof of first aid - photocopy/image of current first aid certificate (Please have this ready to submit if and when your reuest has been approved)

Please note: A photocopy of current first aid certificate is required for any event that involves physical activity, if UNB Campus Patrol or Proctor/s are NOT present. Please note, some events of higher risk may require first aid attendants with greater certification

* Travel Involved?: Yes No

* Travel Location

The following forms are required BEFORE you depart: travel waivers (Student Union Clubs and Societies Waivers ), list of attendees, trip itinerary form, bus monitor (if applicable), driver authorization form (s), proof of insurance, rental agreement and/or ticket information attached.

* Mode of Transportation (please check all that apply): Air
Train
Rental Vehicle
* Company Name

Rental Bus
* Company Name

Personal Vehicle

Please note: liability resides with the owner of the vehicle if a personal vehicle is used.

Other, please specify

PART V PRIMARY EVENT ORGANIZER CONTRACT

Primary Event Organizer Contract – To be submitted with completed Event Application Form

I, (Your Full Name Below) hereby agree to act as the primary event organizer (PEO) on (Event Date Below) on behalf of (Group Name Below) for the following event (Event Name Below).

* Contact Name

* Event Date

* Group Name

* Event Name

I am fully aware that:

I understand that by organizing the event, I may be held personally liable for incidents related to the event, in the case that the information I have provided is inaccurate or not adhered to.
I will ensure that the planning of the event complies with the student event risk management policy.
I will ensure that the rules/procedures for the event are communicated to all participants.
I will ensure that the waivers (Student Union Clubs and Societies Waivers ) and/or a list of names of all event participants are collected appropriately
I will ensure that each volunteer involved in the event is aware of their responsibilities.
I will refrain from the use of illegal drugs or alcohol on the day of the activity/event, and until it ends and all of the participants and volunteers have safely dispersed.
I understand that as the Primary Event Organizer, it is my responsibility to attend the event in its entirety.

I agree to uphold all the requirements of the primary event organizer and agree to not consume any alcohol on the day of the event until the event ends and all the participants have safely dispersed.

Please note: by typing your name, UNB considers this your signature.

* Signature

* Submission Date

PART VI: EVENT APPLICATION FORM - CHECKLIST

Before submitting the Event Application Form to the Student Events Review Committee, please review this checklist. Depending on your event, you may be required to submit additional forms or information. For additional information about when waivers (Student Union Clubs and Societies Waivers ) are required, please contact, riskmgmt@unb.ca

All waivers attached (travel, food, physical activity)
Insurance planning/quotes for venue or travel
Rental plans (tentative booking information for venue or travel
Copy of first aid certification (if applicable)
Copy of instructor certification (if applicable)

UNB and UNB Student Services are committed to protecting the personal information of all students. Personal information will be used for the purposes of reviewing Events Applications and will be accessible only to administrators. This information is being collected under the authority provided for in the New Brunswick Right to Information and Protection of Privacy Act. For more information on the protection of personal information at UNB please consult UNB Policy for the Protection of Personal Information & Privacy and the University Secretariat, University of New Brunswick, PO Box 4400, Fredericton, NB, E3B 5A3 www.unb.ca/secretariat (506) 453-4613.