Reservations & Registrations

Registered Student Organizations are required to register events and reserve campus spaces through approved university processes. Proper registration helps ensure events are safe, well-coordinated, and compliant with university policies.

Event Registration

All Registered Student Organization events must be registered through NUMALink and approved by the Office of Campus and Community Engagement (CACE).

Event registration allows the university to provide support, coordinate resources, manage risk, and ensure compliance with campus policies.

When to Register an Event

• Meetings open to the campus community.
• Programs and special events.
• Guest speakers and performers.
• Fundraising activities.
• Travel-related activities.
• Off-campus organization functions.
• Recruitment and tabling events.

Organizations should submit event registrations as early as possible to allow adequate time for review and approval.

Event Approval Process

1. Submit an event registration through NUMALink.
2. Provide complete event details including date, time, location, and event description.
3. Obtain advisor approval when required.
4. CACE reviews the request for policy compliance and support needs.
5. Additional approvals may be required depending on the event type.

Events requiring additional university resources may take longer to process.

Campus Space Reservations

Organizations may reserve campus facilities and meeting spaces for approved events and activities.

Space reservations should be requested as early as possible to ensure availability.

Reservation Considerations

• Room availability.
• Event setup requirements.
• Technology and audiovisual needs.
• Custodial support.
• Security requirements.
• Accessibility accommodations.

Some events may require coordination with multiple university departments before final approval is granted.

Tabling Reservations

Organizations wishing to recruit members, promote events, or distribute information may reserve a table in approved campus locations.

Tabling Expectations

• Tables must be reserved in advance.
• Organization representatives must remain present during the reservation period.
• Materials may not be left unattended.
• Activities must not obstruct pedestrian traffic.
• Organizations must clean the area following the reservation.

Travel Registration

Organizations participating in off-campus travel must complete required travel documentation before departure.

Travel documentation may include:

• Travel authorization forms.
• Participant waivers.
• Emergency contact information.
• Driver information when applicable.

Travel requests should be submitted well in advance of departure dates to allow sufficient review time.

Risk Management Considerations

Certain activities require additional review due to increased risk or liability concerns.

Examples include:

• Off-campus activities.
• Physical activities or competitions.
• Events involving minors.
• Large public gatherings.
• Travel outside the local area.

Organizations may be required to submit additional documentation or participate in risk management planning before approval is granted.

Facility Use Expectations

Organizations using university facilities are responsible for maintaining a safe and respectful environment.

• Follow all university policies and procedures.
• Respect facility capacity limits.
• Comply with fire and safety regulations.
• Clean up event spaces after use.
• Report damages immediately.
• Follow all instructions provided by university staff.

Event Cancellation

Organizations should notify CACE as soon as possible if an event or reservation must be canceled.

Repeated failure to use reserved space or provide cancellation notice may affect future reservation privileges.

Helpful Tips for Successful Event Planning

• Begin planning early.
• Reserve space before advertising the event.
• Coordinate with your advisor throughout the planning process.
• Consider technology, accessibility, and setup needs in advance.
• Submit all required forms before deadlines.
• Work closely with CACE when questions arise.

Questions?

For questions about event registration, space reservations, travel approvals, or event planning requirements, contact the Office of Campus and Community Engagement.

Email: caceFREEuafs