Event Registration (EVR) is a process at RIT that helps plan activities and trips in a safe and organized way. It allows requesting services from campus departments without visiting offices in person. The EVR office is located in the Campus Center and oversees event registration and certification. Events must be registered if they involve campus funds, services, off-campus activities, alcohol, or extend past normal hours. The registration process involves reserving space, designating a representative, and communicating with service providers to ensure a successful event.

1. Event Registration (EVR)
An Event Management Tool
March 4, 2014
Presented by: Bill St. Jean

2. What is Event Registration?
 Event Registration (also known as EVR) is a process
designed to help the RIT community plan activities and
trips in a safe and organized way.
 The process allows you to request services from various
departments on campus without having to visit those
offices in person.
 The EVR certification component serves to educate on
successful event programming.

3. EVR Office Location & Hours
• Campus Life oversees the Event
Registration Office Staff
 The EVR Office is located in
the Campus Center (Building
3) behind the Welcome
Center Desk.
 Hours: Monday – Friday
1pm-4pm
 Last event intake will be done
at 3:45pm
 You can visit the EVR office
during open hours or reach
out to us VIA phone
(585.475.5796) or email
(evrccl@rit.edu)
 Please note that Event Intake
CANNOT Be done over the
phone and MUST be done in
person OR online from home
Bill St. Jean
(e) brsrla@rit.edu
(p) 585.475.7685

4. So you’re planning an Event…
 Congratulations!
 While your organization or department may have several “EVR
Certified” members, each event will have on person designated as
the Responsible Representative.

5. Responsibilities of a Responsible
Representative
 Act as our main point of contact and oversee all
communication for the event.
 Be present and identifiable at the event.
 Ensure the event occurs in a manner consistent with the
facts represented in your event summary.
 Ensure facility is returned to its original condition.
 Report emergencies or problems to Public Safety of RIT
Staff.

6. Important things to know before you
register your event...
 Time is key! The EVR staff recommends registering your events
between 3-8 weeks in advance.
 Can your organization afford the event? Will you need to request
money from Student Government?
 Have you set a concrete time, date, and location for your event?
 Have you reserved the space for your event?
 Please note: Unless you have a space reserved, The EVR cannot
register your event.

7. Reserving Space on Campus
 Reserving your event space is the most important thing you need
to do before registering an event with EVR!
 Many room reservations can be made through the Campus Center
Reservations Office (also located in the Campus Center behind the
Welcome Center desk).
 Hours: Monday – Friday: 9am – 5pm
 Phone: 585.475.6992
 Email: reserve@rit.edu
 Contact Campus Life Reservations if you are not certain how to
reserve a particular space.

8. Events NEED to be
registered because…
 Institute funds are used (including money earned
from fundraising).
 Services are required from RIT departments
(FMS, Tech Crew, Public Safety, etc.).
 Events occur off campus.
 Consumption of alcohol is planned (this is only
permitted in approved locations and licensed
caterer is required).
 All or part of your event extends past normal
building hours.

9. Events NEED to be
registered because…
 An outside caterer is used.
 Event is attended by guests who are not
members of the RIT community.
 Event is publicized in a public manner off-
campus.
 Event is Co-sponsored by another organization or
club.
 Event meets one of the above criteria and
involves a high-risk activity.
Sports, travel, inflatables, etc.
 Events taking place Off-campus**

10. Registering your event in EVR
 Once you’ve reserved your space, you’re ready to
officially register your event.
 You can register your event online 24/7 by visiting
http://thelink.rit.edu/
 Please note: If you attempt to register an event less that
8 days from the date of the event, your event may be
denied due to lack of time.

11. What question will I be asked for
ON CAMPUS events?
 Event name and description (something that will
distinguish your event on the Events Calendar).
 Date, Reservation start/end time, Event start/end time,
and Reserved locations.
 Expected attendance.
 Who will be invited:
 RIT: all RIT students, faculty, staff are welcome to attend
 College: Admittance with college ID only
 Public: Open to the RIT community and beyond
 Private: Invitation only events

12. What question will I be asked for
ON CAMPUS events?
 What service providers you’ll need help from and what
you’ll need.
 FMS, Tech Crew, ETC, Catering, RITA, Public Safety, etc.
 Admission charge & Ticket information.
 If you’ll need SG funding.
 Whether or not food will be served and the event and
where it’s from.
 Whether or not your event includes a Raffle.

13. What question will I be asked for
OFF CAMPUS events?
**ALL OFF-CAMPUS EVENTS MUST BE REGISTERED**
 Event name and Description
 Departure and Arrival location and Information
 Number of Males and Females traveling
 Means of Travel (Car, Bus, airplane, etc.)
 If SG van is requesting, we will need the information of a certified van
driver.
 Round trip distance
 Overnight accommodations information
 Club Professional staff can help you make these reservations
 Cost of Trip for SG finance Assistance

14. What happens next?
 Once your event has been submitted, the EVR staff will review
your event for accuracy or any missing information.
 During this preliminary review process (pre-approval) we will:
 Verify room reservations
 Approve your event name and description
 Check for correct dates and times
 Make sure all hotel and travel information has been provided for off-
campus events.
 Assess the level of risk associated with the event and determine if a
waiver will be necessary.

15. Keeping up with communications
 Each event that you register through EVR will have a
corresponding online message board. All questions and answers
should be posted to the message board by logging into EVR.
 Anytime a message is posted, you will receive an email
notification. Remember to post your response to the message
board by clicking the link provided in the email as opposed to
replying to the email.
 By using an online message board, all correspondence related to
an event is kept in a central location and all parties involved can
be kept informed of changed or concerns.

16. Service Provider review…
 Just as the EVR staff reviewed your event prior to
sending it out to the distribution list, all service
providers will read you event summary to find out what
you need from them.
 And just as the EVR staff may have posted questions on
your event message board, service providers will do
likewise.
 REMEMBER: Please keep up with the correspondence
on the EVR message board. The success of your event
relies heavily on your involvement during the weeks
prior to your event. The more information you can
provide to service providers and our staff, the better we
will be able to help you!

17. Before your event is
finalized…
 Some events require additional paperwork. Most
frequently, this paperwork relates to:
 Accessing funds
 Requests for Student Government funding
 Contracts
 Waiver forms

18. Accessing Funds
 An event must be registered before SG Recognized Clubs
can access funds for an on-campus event.
 Non-SG recognized student organizations and RIT
Departments must supply an account number.
 RIT Recognized Fraternities & Sororities must prepay for
an expense related to their event with a check from their
organizations checking accounts.
 All service providers estimates will be on the message
board so that your organization or department is aware
of changes prior to your event.

19. Requesting SG Funding…
 Only SG recognized clubs, organizations, and RIT recognized
Fraternities & Sororities can request SG funding.
 During the event registration process, you will be asked if your
organization plans on requesting funding.
 The EVR office will process you request and a representative from
the SG finance Committee will contact you to set up an
appointment to review your request.
 The SG Finance Committee meets once a week during the
academic year to review requests.
 Fro more information on SG funding please visit the Club Resource
Center in the Campus Center (Building 3).

20. Contracts
 Contracts are required for events that utilize a performer, speaker,
DJ, instructor, novelty company, etc. Contracts will be drafted
regardless of whether the individual is being paid.
 Submit a Contract Request From and completed W-9 (if individual
is being paid) to the EVR office no less that 15 working days
before the event.
 Contract Request Forms are available at the EVR Office or will be
attached to your event’s message board.
 Contracts are signed but the Center for Campus Life professional
staff. STUDENTS ARE NOT TO SIGN CONTRACTS!

21. Waiver Forms
 Waiver Forms are required for events that entail risk such as
athletic events, novelty inflatables, outdoor activities that involve
hiking/camping, and off campus travel events.
 They are used to educate participants of risk involved in the event
and to protect the Institute & Organization.
 The EVR office will determine which events will need a waiver. The
EVR staff will also draft these waivers and post them to your
event’s message board, prior to your event.
 As the Responsible Representative you will:
 Make copies of the waiver for all participants
 Turn in signed waiver forms to the Information Desk but the
date indicated on the EVR message board.

22. Approval of Event
 An event is approved once all requested service providers have
worked out the details with the Responsible Representative and all
the safety requirements have been met.
 Event Registration will post a message stating, “This message is
to APPROVE this event” to the message board. This post means
that your event is ready to take place.
 If you think all requirements have been met, but you still have not
received the approval message, contacts EVR to see if there is
anything else you can do to help move the process along.
 Your event should NOT be held unless all service are confirmed on
the EVR message board and an approval message has been sent
out.

23. Serving food at an event…
Brick City Catering
 Requests for BCC can be done in person at the
Catering Sales Office in the A-level of the SAU
or online at https://rit.catertrax.com/
Requires a minimum of 10 business
days notice for their services.

24. Selling food on campus…
 The preparation, cooking, and serving of food on campus for the
purpose of resale is strictly regulated.
 You cannot sell foods which consist in whole or part of milk
products, eggs, meat, poultry, fish, and shellfish without
complying with appropriate handling, packaging, and storage as
defined by the Monroe County Health Department.
 This prohibition includes the sale of hot dogs, submarine
sandwiches, chicken wings, pizza or other items that fall within
the above definition.
 Bake sales are permitted with the understanding that each baked
good will have an accompanying 3x5 index card listing the
ingredients.

25. Can I serve Alcohol at an event?
 Registration must begin at least 20 working days before
the event.
 Alcohol can be provided, possessed or consumed by
students only in institutionally designated spaces on the
RIT campus.
 Alcohol must be served by a licensed third-party vendor
or caterer.
 Guests must be invited by direct personal invitation only.
 Public Safety will determine security needs.
 The event must be held in accordance with the RIT
student Alcohol and Drug Policy.

27. Clubs/Involvement- An Overview
 STUDENTS:
 Fill out interest form & club profile
 Get connected to CLUBS! Recommendations for you
 Get involved in events
 Find out club news & information
 Find out what’s happening on campus! Easily, search tool
 View the event calendar by simply clicking “events”
 CLUBS:
 CUSTOM pages (like Facebook!)
 Online registration tool, election tool, forms, roster management,
syncs with social media, and more
 Event publicity!
 Get people to join the club, or email with questions right through the
site
 Soon: ATTENDANCE 

31. Events @ RIT- A Summary
 Events are important on campus to get students
INVOLVED & ENGAGED
 EVR is required to ensure ((Safe & Successful)) events
 Some things we monitor: high risk activities (waivers),
budgets/funds (contracts), travel, etc.
 Some things we coordinate: FMS tables, Tech Crew sound &
power, Production Services projectors, Brick City Catering, etc.
 Some things we make sure happen at events: Public Safety,
Environmental Health & Safety review, RIT Ambulance,
Interpreting Services, etc.

32. Questions?
Thank you!