All on-campus organization events must be registered with the Office of Student Involvement and Leadership on Engage using the “create event” feature within organization’s management tools. Event/activities should be submitted five (5) to ten (10) business days before the event, pending on the event’s level of risk.

For more information on risk levels, review the Student Organization Handbook, found under the Resources tab.

• This is to allow for the review and evaluation of the event by staff.
• Events that are not registered within the required timeframe for review will not be approved, regardless of the amount of money the group has already invested in the event.

The Office of Student Involvement and Leadership will provide feedback through the comments section of the Event Registration Form to allow students to amend their existing registration to meet criteria. Any issues or questions about an event will be communicated on Engage through the comments feature. It is the organization’s responsibility to respond to questions using this feature. The student that submitted the registration form will receive an email notification from Engage when comments are posted.

Academic space reservations for student organizations are now requested through the Engage Event Registration process. Academic space for all student organizations may only be reserved through this process, regardless of the organization’s type or funding structure. Departments may not reserve space on behalf of a student organization through the Book It system.

The Office of the Registrar reserves the following spaces for student organizations:

• Campbell Hall
• Heritage Hall
• University Hall

When completing the Engage Event Registration process, the organization will indicate where on-campus they plan to host the event. When the organization indicates an academic building, they will be prompted to share their building of preference. Space will be assigned based on availability and is not guaranteed.

Use this video guide for step-by-step instruction:

University Recreation and the Hill Student Center are now a part of the Engage Event Registration review process; however, students should still use the University Recreation and Hill Student Center websites to request the space.

Organizations that request space in either of these two facilities must also complete Engage Event Registration. Both the space reservation and Engage Event Registration should be submitted a minimum of 5-10 days in advance depending on the event’s level of risk. Any facility reservation that does not have a corresponding event registration will not be approved.

Engage Event Registration provides space reservation access for three academic buildings (Heritage Hall, University Hall, and Campbell Hall). Additionally, the Hill Student Center, Student Housing & Residence Life, Student Assembly Building, and University Recreation review event submissions.

Organizations that host activities in locations other than these facilities may do so if they receive special permission from the building administrator. However, the event must still be registered through Engage and space reservation is the responsibility of the student organization.

The primary purpose of the Student Assembly Building is to give priority access to registered social fraternities and sororities. Within a 10-business day window from the event, a registered student organization’s request can be accommodated in the instance that the space requested is still available. 

Space requests will be reviewed on Engage by the Office of Student Involvement and Leadership in the order they are received. Requests submitted more than 10 business days prior to the event date will be put on a waitlist to be reviewed for approval once the 10-business day window opens.  A confirmation of the space reservation will be shared to the event registration form in the Discussion section. This confirmation will include any relevant space policies as well as any special instructions.

The primary purpose of Common Spaces in the residence halls is to give resident students a place to study and socialize outside of their rooms/apartments. In some circumstances, SHRL (Student Housing & Residence Life) does allow student organizations to utilize the space if the activity hosted is open to all on campus residents. Space in SHRL is determined through the Engage Event Registration process.

Requirements

• Student organizations can submit requests as early as 2 weeks before the event.
• No student organization events are allowed during midterms, before or during finals, or the first weekend/week of school.

Eligibility

In order to utilize SHRL space, the event must fall into one of these three categories:

• Open to all students
• Co-sponsored by Student Housing
• Align with the residential curriculum

Required for approval

• Uploaded event flyer
• Statement of event's purpose
• Intended audience

Not allowed in the space:

✖ No sales/distribution of food or baked goods allowed.
✖ No admission fee may be charged, nor donation requested for any activity taking place in these spaces.
✖ No ongoing meetings or rehearsals will be allowed in the space.
✖ No clear tape may be used on any surface. Blue Painter’s Tape is the only adhesive allowed.
✖ No Painting is allowed in any space.

1. The member must have officer access to submit events for review. Positions with access will be able to do so by accessing the Action Center.
2. To access the Action Center, hover over the organization’s logo on the left-hand side of the main Engage page and click “Manage Home”.
3. On the Manage Events page, click “Create Event”.
   • When using the Create Event option, please note, submission DOES NOT GUARANTEE approval. All events are reviewed by the Office of Student Involvement and Leadership.
   • The form will be reviewed and approved or denied within ten (10) business days of being received by the Office of Student Involvement and Leadership.

Review Video Guide: