Events

SBA Event Request Policies

  1.  The purpose of this policy is to ensure that all student organizations’ submissions are processed efficiently and equitably, that all funds are utilized appropriately, and to encourage the advanced planning of student activities. This policy applies to all SBA student organizations, on-campus and off-campus activities, and use of any student organization funding.
  2.  To ensure the best possible turnout and use of campus space, the SBA Admin and/or the VP of Events may limit the number of concurrent student activities.
  3. Possible conflicts include, but are not limited to, events taking place at the same time, events that are marketed to the same audience, or the existence of activities coordinated by other law school departments.
  4.  When a conflict exists, approval will be determined based on:
    1. the date the request form was sent to the SBA Admin (on a first-come, first-serve basis), 
    2. whether another event of a similar nature exists, and
    3. the expected number of attendees.
  5.  If a conflict exists, the Request will be denied and your organization may be asked to select an alternative date, time, or location. A student organization may appeal the Request denial to the SBA President.
  6.  Timeline and Process:
    1. Students must first confirm availability by checking the official Scalia Law campus calendar.
    2. Scheduling for recurring events (e.g. weekly or monthly meetings), must be submitted on one Room Reservation Request form and emailed at the beginning of each semester.
      1. Requests for food or other purchases may be submitted at a later date.
    3. For daytime events (e.g. Lunch and Learns, guest speakers), organizations must submit a Room Reservation Request at least 10 business days prior to the date of the event.
      1. All food and event-related purchases must be requested at this time with a Pre-Pyament Request.
    4.  For catered, evening, multi-day, or high attendance events, (e.g. symposiums, competitions) a Special Event Request form must be submitted no less than 30 days prior to the event start date.
      1. An event-planning meeting to review the Special Event Request must be held with the SBA Administrator 30 days or more before the event.
      2. All forms must be completed and sent as a PDF to the SBA Admin, Tabitha Chapman, at SBAadmin@gmu.edu. Only timely event forms submitted to this e-mail address will be considered.If a student organization fails to timely submit an SBA event form, or hosts an event after a Request is denied, student reimbursements shall be denied.  If the organization does not require reimbursement, then denial of future funding or other sanctions may apply.
      3. All forms must be completed and sent as a PDF to the SBA Admin, Tabitha Chapman, at SBAadmin@gmu.edu. Only timely event forms submitted to this e-mail address will be considered.
  7. If a student organization fails to timely submit an SBA event form, or hosts an event after a Request is denied, student reimbursements shall be denied.  If the organization does not require reimbursement, then denial of future funding or other sanctions may apply.

Additional GMU Event Policies

Van Metre Event Information

Van Metre Hall Rates (GMU orgs only)

Mason Square Event Day Guidelines

SBA EVENT FORMS

Room Reservation Request

Special Event Request

Parking Validation Request

Request for Security Personnel