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Off Campus Event Registration Form

Please use the form below to report your student organization's off campus event.


To successfully fill out this form, you will need all of the details of your event.


If you are going to request a waiver to the Chaperone policy, you should have both "Responsible Students" present when you fill out the form so that they can sign their names.


If you plan to have alcohol at your event, you will be asked for detailed information about the vendor and to list the names of your sober monitors.


COVID-19 Guidelines and Protocol
As per the University guidelines, please continue to follow the Seton Hall Pledge at your off-campus event. As you're working with a venue, you are expected to follow both their guidelines and the University's. Upon your meeting with an administrator in OSE, be prepared to discuss the guidelines that the venue provides and how we can incorporate both for a safe event. For the latest guidelines, please check the Health Intervention Communications Team website for updates. https://www.shu.edu/health-intervention-communication/


Event Coordinator Name*

Event Information

Event Start Date/Time*
:  
If you are providing transportation, please indicate when you are leaving campus.
Event End Date/Time*
:  
If you are providing transportation, please indicate when you are returning to campus.
Please provide as much detail as possible.
Transportation for Attendees*

Special Requests

Chaperone Waiver Request:


All off-campus events require a chaperone who is a full-time faculty member, administrator, staff member, or graduate assistant of the University, and who has agreed to accompany the organization to the event. The Chaperone form must be submitted two weeks before the event or trip unless an exception to this deadline is granted. Organizations may be granted a waiver from the Chaperone requirement under certain circumstances and on a case by case review. Requests for the waiver must be made two weeks before the event or trip in order to be considered unless an exception to this deadline is granted. The request is made using this form.


Alcohol Policy:


Student organizations planning events where alcohol will be present must do so in compliance with University, local, and state law. Regulations apply. Organizations must use this form to report that your organization will have alcohol at your off campus event.

Would you like to request a chaperone waiver for this event?*
If you select no, your Chaperone must submit his/her information via the Chaperone Form at least two weeks before the event.
Will alcohol be present at your event?*

Chaperone Waiver Request

All off-campus events require a chaperone who is a full-time faculty member, administrator, staff member, or graduate assistant of the University, and who has agreed to accompany the organization to the event. The Chaperone form must be submitted two weeks before the event or trip unless an exception to this deadline is granted.


Organizations may be granted a waiver from the Chaperone requirement under certain circumstances and on a case by case review. Requests for the waiver must be made two weeks before the event or trip in order to be considered unless an exception to this deadline is granted. The request is made using this form. The decision of the Department of Student Life is final.


To request a waiver, organizations must identify two Responsible Students who would serve as a point of contact for the group. They must be full time, Seton Hall students and at least 18 years old. The responsible student is charged with:

  • Serving as a resource to the group.
  • Being the point of contact between the group and University officials as needed.
  • Be familiar with all University rules and regulations that both individuals and groups must adhere to.
  • Be the point of contact between the group and University Officials, as needed.
  • Encourage that the behavior of participants is consistent with the University's Catholic Mission..
  • Review all trip publicity and itineraries prior to the trip and discuss any concerns with the organization or the Student Life Administrative Advisor.
  • Send a list of participants to the Student Life Administrative Advisor and ensure that each student fills out the University Trip Waiver form 5 business days before the event/trip is scheduled to begin.
  • Check student ID's prior to departure to ensure they match the participant list.
  • Ensure all participants are aware of travel details and trip itinerary.
  • Remain with the group at the destination for the duration of the trip.

The waiver request must also specify why the waiver is warranted. Such circumstances may be:

  • Travel to a conference sponsored by the organization’s governing body (i.e. National Conventions)
  • Travel to a competition where the group is representing the University (i.e. Mock Trial Competitions, performance events etc.)
  • Travel to a professional development or academic conference or workshop.
  • Day trips with less than 15 students attending.

NOTE: A waiver is granted for one trip/event only. Additional waivers for other trips/events must be requested individually. A previous waiver granted does not assure that future waiver requests will be granted.

You will receive a response indicating approval or denial of your request within 2 business days.

Responsible Student #1

Name*
Use your mouse or finger to draw your signature above

Responsible Student #2

BOTH Responsible Students must fill out this form and sign it. If the second student is not available at the time of filing out this waiver request, they may complete the form separately. However, the must be done BEFORE the waiver may be granted.

Name
Use your mouse or finger to draw your signature above

Events with Alcohol

Student Organizations planning events where alcohol will be present must do so in compliance with University, local, and state law. The Student Organization must complete the Off Campus Event Registration Form with all required information at least two (2) weeks prior to the event.

The following regulations apply:

Events where alcohol will be present:

  • Must be at a third-party establishment that is properly licensed to sell alcohol.
  • Must be cash only sales per patron (no group sales).
  • May not involve open bar.
  • May not involve the sale or distribution of alcoholic beverages by the Student Organization, including but not limited to the sale of tickets, t-shirts, or cups required for entry into an event or traded for alcoholic beverages.
  • Must include the availability of food and non-alcoholic beverages the entire time of the event.
  • May not be used as a fundraising event for the Student Organization.

Student organizations are responsible for:

  • Providing transportation to the event for guests if the event is outside of the SHUFly or SafeRide Zone.
  • Appointing Sober Monitors at a rate of two (2) plus one (1) for every for every 20 attendees at the event.
  • Abiding by the policies of the Organization’s applicable national Headquarters and FIPG Policy where applicable.
  • Assuring no alcohol is present at any recruitment or membership education event, including but not limited to Bid Day and Initiation celebrations.
  • Meeting with Assistant Director of Leadership Development and/or the Associate Director of Student Life to review guidelines and expectations at least one (1) week prior to the event.

Failure by the Student Organization to abide by all of the above will result in referral for disciplinary consideration/action.

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