1

Event Committee Approval Yes / No Date _________

Student Club Event Request Form
This form is required for all student club events. Incomplete forms will not be accepted. A committee will review event
requests to assess their value to the AUD community. Requested events may be denied if university rules, regulations
and guidelines are not followed. Please refer to pages 83-85 of the AUD Student Handbook for additional information.
http://publications.aud.edu/files/StudentHandbook.pdf.
Event Request Procedure
Step 1 Discuss the proposed event with the Student Activities Coordinator/s, (SACs) to obtain initial approval
Step 2 Submit a completed Student Club Event Request Form to the SACs (Submit this form by email along with the
event poster drafts to both Rashad Sultan, rsultan@aud.edu and Kelly Gosa, kgosa@aud.edu . Please following formats
depending on your event promotional needs:
Required Student Services bi-weekly calendar A4 poster preferred files: jpg, jpeg, gif, png,
Optional Campus Digital Screens JPEG full HD with resolution of 1920x1080
Optional AUD Student Services Event App Minimum resolution of 800x800 in jpg, jpeg, gif or png

*The Student Club Request Form is incomplete without the final approved event poster(s). Therefore, it is the
responsibility of the student club officers to submit drafts of the proposed event poster for approval before the event
request form is submitted. Events that require guest speaker approval must have the Guest Speaker Form approved
before submission of the Event Request Form. Please coordinate with the SACs in order to obtain this additional
approval.
Step 3 Event approval (Approval will be sent by email to the club email/officer emails.)
Step 4 Event planning and promotion (The event booking is requested on the AUD Event Calendar. After the event is
approved, promotion starts via posters and social media.)
Student Club Event Request Form Deadlines (Final Approved Event Poster/Approved Guest Speaker Form Included)
Small Events = a minimum of one week in advance of the proposed event date (e.g. movie nights, bake sales)
Standard Events = a minimum of two weeks in advance of the proposed event date (e.g. exhibitions, guest speakers,
collaborative events)
Open/Special/Charity Events = a minimum of three months prior to the planned date as additional university and
TECOM requirements are required. Once the event request form is approved, the relevant forms will be provided in
order to secure the necessary approvals.
Student Club Event Promotion on Social Media
Planning in advance and creating an event poster ensures adequate time for event promotion. No event promotion
can take place until the requested event and event poster is approved and stamped by Student Services. Approved
event posters will be shared in the Student Services bi-weekly calendar. Additional promotional opportunities include
the eight campus digital screens located in the academic buildings and the cafeteria, the AUD Student Services Event
App and the student club social media accounts. In addition, AUDs Marketing and Communications (MarCom)
Department may assist with addedl event promotion by posting details on the Official AUD Website and social media
sites (Facebook, Twitter and Instagram). Please see MarComs Public Relations Brief included in this form.
Event Clean up
As university students, it is your responsibility to take care of your campus and clean up after all club events. Failure to
do so will result in a formal warning from the SAC. Two formal warnings may result in the club being placed on
probation for one semester. (Please refer to pages 85 of the Student Handbook for more information.)


2
Event Follow-up
The SACs will schedule an event follow up meeting with your club. This meeting provides an opportunity to debrief and
discuss future events.
Event description and planning details Submitted by:
IT Setup Required (If necessary, please select the check boxes and indicate quantity)
Internet
Laptop
(inside use only
and only 1 per
event)
Projector Quantity
Other: (please specify)
Student Club Contact Name (first and last), AUD email and phone number
President
Event Coordinator
Public Relations Officer
Media Officer
Faculty/full-time staff advisor
Student Activities Coordinators Rashad Sultan, rsultan@aud.edu and Kelly Gosa, kgosa@aud.edu
Event name
Collaborating student
clubs/schools/departments
Event classification Small Standard Open/Special/Charity
Preferred event date/s:
Alternative event date/s:
Event start time:
Event end time:
Preferred event location:
Alternative event location:
Event description and significance to the AUD community:


3


Central Services Setup Required
Lectern Podium Electricity Microphones (2)
Sound System
Central Services
Arabic seating
(12)



Quantity



Quantity
Tables Chairs Stage Guest speaker

Quantity

Quantity

*Please note that AUD has a limited
number of tables and chairs that are
used by the entire AUD community. If
your event requires additional
tables/chairs, please make necessary
arrangements.
(AUD has a small stage that can be
requested for events, however if a
large stage is required, it must be
rented by the club.)
(Guest Speaker Approval Form is
required, once completed please
send it to the SACs.)
Other: (please specify)



Items available for club events
Student Services items (No Cost)
Large colorful table cloths (2)
Quantity

Student club roll up banners
Student Services provides storage space for student club roll up banners. In order to access club banners for events,
please request the required banner in advance by indicating its requirement in the space provided above.
Requested banners can be found in C327 for events and must be returned to C327 immediately following the event.
Club banner pick-up and drop off is the responsibility of the student club officers.
*Student club roll up banner/s
(inside use only)
Indicate specific club roll-up banners required
Quantity





4


Student Government Association (SGA) items (Rental fee)
SGA items for student club rental: (Please request the SGA Inventory Liability Agreement from sga.clubs@aud.edu
and coordinate with your SGA officers to rent SGA items)
Portable music speaker Popcorn machine Cotton candy machine


Catering(vendor
name, phone
number)

Only AUD campus food vendors have permission to sell food on campus, including during student club events. External
vendors are not allowed to sell food on campus, however external vendors can sponsor a student club event by providing
catering. A copy of an external vendors Trade License and current menu must be submitted to the SACs. *No food is
allowed in the Auditorium, C227 or classrooms.
Sponsorship
Is your event sponsored by an organization or company? If so, please indicate the sponsor/sponsorship received and
notify the SACs to coordinate with Central Services for specific event sponsorship approval if required.
Is the event open to public?
Since the AUD campus is foremost for the AUD community, guest lists for student club events are restricted to a certain
number for each event depending on the event. A guest list must include first and last name and is required to be sent to
the SACs a week before the event.
Security Guard Requirement
In order to ensure the safety of the AUD community, additional security guards are required for events expecting more
than 100 people. The SACs will coordinate any additional security needs. Remember to factor this expense into your
event budget.
All anticipated event expenses should be included below. Please request invoices from vendors in advance for direct
payment to be made from the club budget to the vendor. When receipts or invoices are not provided by vendors, one
can be created by the student officers and submitted. The below template can be used for this purpose. *Receipts must
be submitted for each expense in order for reimbursements to be processed.
Event Finances Requested
Amount (per item)
AED
Description of costs
1.
2.
3.
4.
5.
5
6.
7.
8.
9.
10.
Total:
Marketing Communications (MarCom) Public Relations Brief
The PR brief is required by MarCom for the Official AUD Website and Facebook page. The student club Public Relations
Officer or appointed officer is required to complete this portion of the form. This form will be shared by the SACs with the
dedicated Student Services MarCom Coordinator.
Student club/school/department
Responsible faculty/staff
Student club contact (name, email,
phone number) *Public Relations Officer
PR Brief date
Event title
Event date
Event location
Description (details about the event;
objective, relevance of event to club,
etc.)
Expected attendees, titles
Company/sponsors
(If companies/sponsors are to be
mentioned in the press release, their
permission is required.)
Speaker/s names, titles/topics discussed
(Please provide a quote from the
speaker/s about what they will discuss,
relevance of topic to students and the
importance of them being at AUD.)
Quote from responsible student
club/staff/faculty (Please provide a
comment on the events importance,
success, etc.)