Club & Organization Student Event Request

Planning an event for your club or organization? Use this form to request approval to host an event at SUNY Niagara. Please submit your request at least 14 business days before your event. Events involving contracts, outside vendors, travel, fundraising, food service, or other campus approvals may require additional lead time. Please note: Submission of this form does not constitute event approval. All requests are reviewed by the Center for Student Engagement and Leadership Innovation.

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Phone

This field is for validation purposes and should be left unchanged.

Let's Get Started

Tell us a little about your club or organization and who is leading this event. We’ll use this information to communicate with you throughout the planning process.

Club or Organization Name *(Required)

Primary Student Contact(Required)

First Last

Position in Organization(Required)

T-Wolves Email(Required)

Cell Phone(Required)

Faculty/Staff Advisor Name(Required)

Email Address(Required)

Has your advisor reviewed this event request?

Yes

Tell Us About Your Event

What’s your vision? Share the details of your event, what you hope to accomplish, and who you’d like to attend. The more information you provide, the better we can support your ideas.

Event Name(Required)

Event Type(Required)

Event Description(Required)

Describe what participants can expect.

Purpose of the Event(Required)

How does this event support your organization’s mission or goals?

Intended Audience(Required)

Current Students

Faculty

Staff

Alumni

Community Members

Invited Guests

Estimated Attendance(Required)

Will registration be required?(Required)

Yes

Unsure

When and Where

Let us know when you’d like to host your event and where you’d like it to take place. If your first choice isn’t available, alternate options can help us find the best fit.

Preferred Event Date(Required)

Preferred Location(Required)

Event Start Time

Hours

Minutes

AM/PM

Event End Time

Hours

Minutes

AM/PM

Is this a recurring event?(Required)

Yes

Describe the recurring schedule

What Will You Need?

From tables and technology to food and funding, let us know what resources you’ll need to bring your event to life. We’ll work with you to make sure everything is ready for a successful program.

Room Setup Needed(Required)

Tables

Chairs

Podium

Stage

Easels

Whiteboard

None

Other

Technology Needed(Required)

Laptop

Projector

Screen

HDMI Connection

Microphone

Sound System

Extension Cords

None

Will food be served?(Required)

Yes

Food Details

Please describe what food will be served and how it will be obtained.

Will your event require funding?(Required)

Yes

Number

Describe how funding will be used

Additional Equipment or Setup Requests (Optional)

A Few More Details

Some events require additional planning or campus approvals. Answer a few quick questions so we can help ensure your event is safe, accessible, and ready to go.

Will your event involve any of the following?(Required)

Guest Speaker

Performer

Outside Vendor

Fundraiser

Donation Collection

Raffle

Animals

Travel

Off-Campus Activity

Physical Activity

Minors

None of the Above

Do you anticipate needing Public Safety support?(Required)

Yes

Unsure

Accessibility or Accommodation Considerations

We want every student to feel welcome and able to participate. Tell us about any accessibility needs or accommodations we should consider while planning your event.

Additional Information

Have any additional details to share? Use this space to tell us anything else that will help us understand your event or support your planning.

Let's Spread the Word!

Want help promoting your event? Whether you need a poster, social media graphic, TV slide, or campus-wide publicity, this section helps us create marketing that gets students excited to attend. Tip: Submit your marketing request at least 14 business days before your event to give us enough time to create and share your materials.

Do you need marketing assistance?(Required)

Yes

What is your primary marketing goal?

Increase attendance

Recruit new members

Raise awareness

Promote a fundraiser

Educate students

Celebrate an initiative

Other

Who is your target audience?

All Students

New Students

Returning Students

Student Leaders

Residence Hall Students

Athletes

International Students

Online Only Learners

Adult Learners

Faculty & Staff

Alumni

Community Members

Other

Which promotional materials are you requesting?

Posters (24×36 or 36×24)

Flyers (11×17 or 17×11)

Flyers (8.5×11 or 11×8.5)

Table Tents

Handouts

Events Calendar Listing

Campus TV Slides – Sanborn

Social Media Graphic

Instagram Story Graphic

Email Graphic

QR Code

Digital Flyer (PDF)

Event Photography

Event Videography

Custom Graphic

Directional Signage

Would you like your event promoted through:

Website Events Calendar

Weekly Wolf

Brightspace

Digital Signage

Social Media

Snap Frames

Do you already have promotional materials?

Yes

Upload Existing Promotional Materials

Drop files here or

Accepted file types: pdf, png, jpg, svg, Max. file size: 25 MB.

Preferred Marketing Launch Date

Marketing Deadline

Registration or Website Link

Event Hashtag

Required Wording or Sponsor Recognition

Include any text that must appear on your promotional materials, such as sponsor recognition, partner organizations, required acknowledgements, or specific messaging.

Upload Logos

Drop files here or

Accepted file types: png, svg, pdf, Max. file size: 100 MB.

Preferred Graphic Style

Bold & Energetic

Modern & Minimal

Professional

Fun & Playful

Campus Spirit / Thunderwolves

Formal

No Preference

Additional Marketing Notes

Have a specific vision for your marketing? Share any additional ideas, preferences, or instructions that will help us create promotional materials for your event.

You're Almost Done!

Take a moment to review your information before submitting your request. Once received, our team will review everything and reach out if we have questions or need anything else. Remember, submitting this form is the first step in the approval process—it doesn’t mean your event has been approved just yet.

Organization Agreement(Required)

I certify that the information provided is accurate and that this request has been reviewed by my organization’s executive board and faculty/staff advisor. I understand that submission of this form does not constitute event approval and that additional information or approvals may be required before the event can take place.

Electronic Signature(Required)

Please type your full name to certify that the information provided is accurate and that you are authorized to submit this event request on behalf of your club or organization.

Date(Required)

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