Online Event Registration Instructions

Transcription

1 Online Event Registration Instructions To log into the secure Online Event Registration/T-Shirt Request Form system, go to Click on the link to Current Students.

2 Click on the link to Event Registration. Review the dates during which student organizations are not permitted to hold events or activities. Then, click on Continue. You will be asked to log in to the secure server. Your log-in information is the same as the log in you use to check your Baylor . After entering your information select the OK button.

3 Within the event registration system please complete the initial requested information (Phone Number, Alternate Contact, etc). Then select your organization from the drop down menu and click the button Event and Product Request.

4 Please keep in mind that if you neglect to provide any requested information, your request will not be accepted. So be thorough! Provide as much information, in as much detail, as possible. Please provide a name for your event request, the expected attendance (approximations are appropriate at this stage of your event planning), select the appropriate categorization for your event (Fundraiser, Competition, Meeting, Mixer, Overnight/Retreat, Service, Social, Other), whether money will be collected or donated in relation to your event, and provide a detailed description of your event/activity. Again, keep in mind that you should make every effort to provide as much information, in as much detail, as possible throughout the process of completing your request. Fundraiser/Soliciation Request If you are hosting a fundraiser event or submiting a campus soliciation request, you will be asked for additional information. You must provide a thorough description of your plans for publicity for your event/activity. Next, indicate whether or not off-campus businesses will be solicited for sponsorships, donations, etc. If, indeed, your organization will be soliciting off-campus businesses, you must provide a complete list of all businesses your group will solicit.

5 Mixers For Mixer events, you must identify all participating organizations. To do so, click on a partnering organization in the scroll menu. To select additional partnering organizations, simply hold down the control key while clicking on the names of organizations. Next, select where your event or activity will occur (on campus or off campus). Again, based on the information you are providing in your request, the form will ask for additional information as seen below: *Please note that only reservation requests for the Hankamer School of Business, the Bill Daniel Student Center (a.k.a. the Student Union Building or SUB), and most outdoor spaces will take you through a room reservation process. Rooms requested in any other buildings or facilities on campus will require you to contact the appropriate building or facility manager to arrange the actual room reservation after Online Event Registration process is completed. Select the appropriate space on campus that you anticipate using for your event or activity.

6 Once you have selected the appropriate space you anticipate using on campus, an additional form for the detailed needs of the room will appear. Please provide the requested information in as much detail as possible. Next, you will be guided through a process to determine the frequency of occurance for your event/activity, the time(s), and date(s) for your request. Once you enter the frequency of occurrence for your request, select the appropriate times and dates for your event/activity.

7 To select date(s) for your event/activity, click on the calendar to the right of the date box. Now that you ve selected the dates and times for your event/activity, you ll be asked if you would like your event/activity to appear on the Baylor University calendar system. You can choose to have your event/activity appear on the Baylor University public calendar system, or to have your event/activity only appear on the Student Organization calendar system. Please note that any event/activity that you elect to have placed on the public calendar system will also appear on the Student Organization calendar system.

8 If you choose to place your event/activity on the public calendar system, you will be prompted to select a calendar designation for your request (All University, Cultural, Spiritual Life, Athletics, Service, Organization Business, or Organization Social). *SPECIAL NOTE REGARDING ALL-UNIVERSITY EVENTS: All University events are those that are open to the entire University community and have a significant scope which typically involves outside vendors, large numbers of non-baylor participants, or impacts multiple Baylor resources and departments. If your event or activity is open to the general student community, but does not anticipate an attendance of more than 300, it should not be listed as an All University event. For more information on what types of events or activities qualify as an All University event, please contact the Department of Student Activities. Next, you ll be asked if your event/activity will include a non-baylor guest speaker. If your event does indeed include a guest speaker who is not currently affiliated with the Baylor community, you ll be prompted to provide additional information on that speaker. You must provide the speaker s name and a brief biography for the speaker. If the speaker has a website that can be referenced, please provide the URL for that website in the Speaker Biography section. Next, you ll be prompted to provide information regarding the audience your event/activity is designed to attract. Finally, indicate whether or not your event/activity will have a t-shirt or other products affiliated with it.

9 If your organization will be producing a t-shirt or other product, please consult the instructions in the T-Shirt or Product guide after selecting Yes. If your organization will not be producing any t-shirts or products, select No and hit the submit button. Your advisor will receive an notification that your request is awaiting approval. Following your advisor s approval, the Department of Student Activities will review the request. If appropriate, Student Activities will approve the request. However, if a Baylor trademark is used in the design of your t-shirt or product, the request must be approved by Collegiate Licensing. You will receive notifications of the requests progress through the approval process. If you encounter any problems or have questions, please contact Student Activities at