DEPARTMENT OF GREEK LIFE EVENT PLANNING FORM

							                                                   FRATERNITY & SORORITY
                                                    EVENT PLANNING FORM
The Fraternity and Sorority Event Planning Form serves as a guide to help ensure that events sponsored by fraternities and
sororities are planned well. This form allows fraternity and sorority leadership, in partnership with their advisors, to
identify potential risks and manage them appropriately prior to an event. Before any organization event, this form should
be reviewed with the organization’s faculty/staff advisor. This form is also required to obtain wristbands and/or a letter of
good standing from the Department of Greek Life. It is recommended that you review this form with a member of the
Department of Greek Life staff, as these staff members can serve as an additional resource in helping you to create a
successful event. For meetings with DGL staff members, please arrange a time to meet no later than one week prior to
your event. Meetings can be scheduled by calling 979.862.5636.


                                        ORGANIZATION INFORMATION

Organization Completing Form:

Individual(s) Responsible for Coordinating Event
Name:                                                           Position:
Phone:                                                          Email:


Name:                                                           Position:
Phone:                                                          Email:


Chapter President
Name:
Phone:                                                          Email:

Signature (denotes review):

Faculty/Staff Advisor
Name:
Phone:                                                          Email:

Signature (denotes review):




                                                                                                  Form last revised 08.25.08
                                            EVENT DETAILS

Title of Event:
Type of Event:
   Fundraiser                  Conference                Educational Program                   Social Event
   Retreat                     Service Project           Recruitment/Informational             Philanthropy
   New Member Event                                      Recreation/Sporting                   Other
If other, please explain:

Brief Description of Purpose & Details of Event:

Date of Event:
Start Time:
End Time:

Location of Event:
Back-Up Location (in the case of rain/inclement weather):

Is this event open to the public?                                       Yes                        No
Is this event closed (Invitation/guest list only)?                      Yes                        No

Number of Organization Members Attending (estimate):
Number of Non-Member Attendees (estimate):

How does this event promote the mission of the organization?

Other organization(s) co-sponsoring event:

                                        RISK MANAGEMENT

What resources have you used in planning this event?
   Faculty/Staff Advisor                Chapter Advisor                        Greek Life Staff
   Organization Resources               Organization Policies                  Student Activities Staff
   Headquarters Staff                   Other
If other, please list:

                                         TRANSPORTATION

How will attendees be traveling to this event?
   Personal Vehicle                     University Vehicle                     Commercial Plane
   Rental Vehicle                       University Bus                         Chartered Bus
   Other

                                                                                     Form last revised 08.25.08
How will attendees be traveling from this event?
   Personal Vehicle                    University Vehicle                   Commercial Plane
   Rental Vehicle                      University Bus                       Chartered Bus
   CARPOOL                             Designated Drivers                   Other

Will your event require the assistance of University Parking, Traffic and Transportation Services for
parking and traffic control?            Yes                    No

Will your event require the assistance of local law enforcement for parking and traffic control?
   Yes                   No

If the location you are traveling to is more than 25 miles from Texas A&M, have you completed the
Student Travel Web Registration Form with CIRT?                Yes                No


                                      EVENT MANAGEMENT

Does your program involve any type of physical activity?              Yes                         No
If so, please explain:

Are you using an assumption of risk/waiver, medical release, and emergency contact form?
   Yes                 No

Will your event have security present?                  Yes                    No
If so, what security company will you be using?
How many security officers will be present?

Will you have a guest list for this event?              Yes                    No
Who will be monitoring the guest list?

If your event will have public sales or solicitation on campus, have you obtained a university
concessions permit?                                       Yes                 No

Will a representative of your organization be collecting any monies at the event?
    Yes                   No

Have you made provisions for late night security and controls specific to monies being deposited or
stored in a locked/secure location?                   Yes                   No

Have you reviewed the rules and regulations of the location of the event?
   Yes                  No




                                                                                    Form last revised 08.25.08
                                  ADVERTISEMENT OF EVENT

Have you distributed invitations for this event?                      Yes                       No
If so, how were these invitations distributed?

Have you posted flyers or advertising for the event on campus?        Yes                       No

Have you advertised this event on facebook or another online community?
   Yes                   No

Are you using a university logo or trademark in association with your activity?
   Yes                   No

If you are using a university logo or trademark, have you reviewed the Collegiate Licensing
Agreement to assure compliance?                                      Yes                   No

Will you have any favors and/or tee shirts for this event?            Yes                       No

Have you reviewed the budget and purchasing guidelines for this event?
   Yes                 No

                                   ALCOHOL MANAGEMENT

Will alcohol be present at your event?                        Yes                      No

How will alcohol be managed at the event?                     BYOB           Third Party Vendor

BYOB Events (Complete this section only if your event is BYOB)
Will you be utilizing a ticket system to distribute alcohol? Yes                    No
Have you established guidelines for how much alcohol each individual can bring to the event?
   Yes                      No
Will you have a central storage facility for the alcohol?    Yes                    No
Who will be controlling distribution of the alcohol?

Third Party Vendor Events (Complete this section only if you event is using a 3 rd Party Vendor)
What Third Party Vendor are you utilizing?
Have you met with the Third Party Vendor to discuss the event?       Yes                     No

How will identification cards be checked to identify those of legal drinking age?
  Chapter members will verify at entrance of event             Security guard at entrance of event
  Licensed bartender will verify before each purchase




                                                                                  Form last revised 08.25.08
How will guests who are of age be identified?
  Wristband                     Hand Stamp                            ID checked before each purchase
  Other. Please explain:

Do you need wristbands from the Department of Greek Life?                   Yes                     No
If so, how many?
How will wristbands be used?

Will sober event/party monitors be utilized?                       Yes                              No
Has protocol been established for handling underage drinking?      Yes                              No
Has protocol been established for handling excessive intoxication?                 Yes              No

Will non-alcoholic beverages be available?                    Yes                  No
Will food be available?                                       Yes                  No




DEPARTMENT OF GREEK LIFE USE ONLY

Date of Form Review:
Initials of Staff Member Reviewing Form:

   Form Reviewed by DGL Staff
       Points of Concern Discussed:

   Wristbands Given      (#:       )
   Letter of Good Standing Given

   Additional Paperwork Should Be Completed
           Open Events Request              University Concessions Permit          Activity Waiver Form
           Student Travel Form              Other. Please explain:

   Form Should be Reviewed by Faculty/Staff Advisor


Other Comments:




                                                                                      Form last revised 08.25.08