Frequently Asked Questions Regarding
Event Planning and Registration (EPR)
What is an Event Planning and Registration form?
The Event Planning and Registration (EPR) form is a planning tool developed by Student Involvement to provide Recognized Student Organizations (RSOs) assistance in planning successful events and activities. The EPR form is required to be completed by all RSOs which are planning events and activities. Student Involvement recommends Greek Chapters utilize the EPR form if University resources of any kind are to be used, with the exception of the services provided by the Student Organization Financial Services (SOFS). A Student Organizations staff member will help students complete the EPR form when an RSO member comes into the Student Involvement office for an EPR consultation. The EPR form cannot be completed over the phone. When completing the EPR form the RSO member should be prepared to answer questions about the basic facts of the event, including the date, time, location, food, budget and expected number of attendees. View a sample EPR form here. For more information about spending SOFS money, see expenditures.
What is an Event Planning and Registration consultation?
The Event Planning and Registration (EPR) consultation takes place when a Recognized Student Organization (RSO) member comes to the Student Involvement office to register an RSO-sponsored event or activity. The EPR consultation involves meeting with a Student Organizations staff member to complete the required EPR form. The RSO member should allow at least 15 minutes for the consultation. Allowing adequate time for this process is necessary so a staff member can assist the RSO in exploring all aspects of the event or activity being planned.
At the time of the EPR consultation, a Student Organizations staff member will ask the RSO questions about the event and, based on the information provided, guide the RSO to specific signatories, departments and offices around campus that will need to approve the event. The EPR consultation and process also:
- Provide RSOs a process to reserve facilities and services for events and activities.
- Offer University departments a way to give support for RSO events and activities with a standard method of reserving, authorizing and receiving payments for goods and services provided to RSOs.
- Ensure that all proper University policies, as well as local, state and federal regulations and codes have been followed.
- Confirm that UNL liability insurance covers the RSO events and activities, if appropriate, and recommend the purchase additional insurance if the event or activity warrants it. Greek Chapter events held off-campus or Greek Chapter residence property do not qualify for University liability coverage. Greek Chapters should consider carrying separate insurance for all their events and activities.
- Inform RSOs about publicity opportunities.
When should an organization start the Event Planning and Registration process?
All Recognized Student Organizations (RSOs) and Greek Chapters (when applicable) should begin the Event Planning and Registration (EPR) process as early as possible. The consultation provided at the beginning of the process can assist RSOs in successful event planning by informing the student organization about the resources and options available for the event. Beginning the EPR process a minimum of two weeks prior to the date of the event is recommended. Some forms of approval, however, require up to four weeks to process. Examples of minimum processing times include University Police authorizations (minimum 10 business days prior to event) and obtaining authorization to serve alcohol on campus (minimum four weeks).
When and where are Event Planning and Registration consultations available for Recognized Student Organizations?
Event Planning and Registration (EPR) consultations are available in Student Involvement located in 200 Nebraska Union or 300 Nebraska East Union. During the academic year, EPR consultations are available on a walk-in basis Monday through Friday, from 9:00 a.m. to 5:00 p.m. When classes are not in session (for example during fall, spring or semester breaks), services are available with limited hours or by appointment. Call Student Involvement at 402-472-2454 on City Campus or 402-472-1780 on East Campus with questions or for an appointment.
How does the Event Planning and Registration process work?
Once a Recognized Student Organization (RSO) member has had an Event Planning and Registration (EPR) consultation with a Student Organizations staff member, the RSO member will be provided with the forms needed to secure reservations, approvals and authorizations to use University resources for the RSO's event.
Among the key items in this part of the process is the EPR form. This form will reflect the consultation between the RSO and the Student Organizations staff member and will require authorizations from a variety of offices to secure the desired resources for the event being planned. Among the required authorizations will be the faculty or staff advisor of the RSO. Once the RSO member has secured all of the authorizations, the EPR form (and any additional paperwork that the event may require) must be returned to the Student Involvement office for a final approval signature. A Student Organizations staff member will review the arrangements for the event as represented on the EPR form. The staff member may ask the RSO member questions regarding the event to ensure that:
- The details of the event have not changed from what was originally recorded on the EPR form. If a change has occurred, the form must be corrected and, if needed, additional authorizations will need to be obtained.
- All supporting documents to the event, such as performance contracts, co-sponsorship agreements, vendor permits, noise variances and rental agreements, have been secured and provided to the appropriate office.
Once the review of the EPR and supporting documents has been completed and if everything is in order, the Student Organizations staff member will provide a final approval signature. The EPR process is not complete and the event is not registered until the final signature has been secured. A copy of the completed EPR form will be provided to the RSO member.