Associated Students Activities Checklist Template
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1Associated Students Activities Checklist
Activity Information:
Activity Date:________________________ Start Time:________ End Time:_________
Sponsoring Organization:________________________________ Con
__tact Name:_______________________
____
Contact Phone:_______________________ Con
__ tact Email:_______________________________________
_______
Activity Title:_________________________________________________________________________
Activity Description:____________________________________________________________________
__________________________________________________________________________________
Venue:
Advisor Use Only
1 Location/Building:______________________________________
__
2 Room/Area:____________________________________________
3 Facility Held/Reserved?/Audio-Visual needed?
Yes No
Copy of Space Hold
Logisitics:
4 Estimated Attendance:__________
5 Is the Activity Open to the Public?
Yes No
6 How is the activity being publicized?________________________________
Copy of Advertising
7 Will the activity require parking arrangements?
Yes No
Submit Parking Request
Funding and Money
8 Is the activity a fundraiser?
Yes No
9 Will sales of any sort be conducted at this activity? Donations?
Yes No
What?________________________________________
Aztec Shops Approval
10 What is the source of funding?____________________________
Bus Office
11 Is there co-sponsorship with another organization?
Yes No
Bus Office
Event Management:
12 Will there be Outdoor Amplified Sound?
Yes No
OAS Form
13 Is the activity potentially controversial?
Yes No
Event Plan
14 Is the activity very popular?
Yes No
Event Plan
15 Has the activity been widely publicized off-campus?
Yes No
Event Plan
16 Is there admission or ticketing?
Yes No
Ticket Agreement&Event Plan
17 Does the activity require a security or event management plan?
Yes No
Event Plan
Risk:
18 Is there local transportation involved in this activity?
Yes No
Bus Office
19 Is there other travel involved in this activity?
Yes No
Bus Office
20 Is there physical activity that may pose a risk to participants?
Yes No
Bus Office
21 Is the event taking place off-campus?
Yes No
Bus Office
Food/Beverage:
22 Will Food/Beverage be served at this activity?
Yes No
23 What is the source?
Aztec Shops Under 20 particpants
Shops Approval if "Other"
Other
24 What Food will be provided?____________________________________________
EHS Approval if" Other"
25 Will Alcohol be served at this event?
Yes No
AARF
Aztec Shops Food Approval___________________
EHS Approval__________________ Aztec Shops Sales Approval_____________
_________________
Event Plan: Facility Sig.____________________
Public Safety Sig._______________
Funding Approval:____________________
Associated Students Approval:__________________
Advisor Approval:_________________________
Date:_________________
All A.S. Boards and Programs must have A.S. approval two weeks before event. Boards, Committees, Commissions and
College Councils: see Jennifer Esquivel-Parker; Aztec Student Union Board (ASUB) events and programming: see Daphney
Bitanga; and Recreation-related events: see DeJuan Benford.
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