Auburn University implements new online event request system

AUBURN UNIVERSITY – Auburn University has launched a new request system for all events held on campus. The Campus Event Planning System is part of the university’s new Event Planning and Protocol website which gives students, faculty, staff and guests of the university information about procedures and guidelines that ensure a successful event on campus.

The site covers everything from the beginning stages of planning an event to evaluation after the event is over. Special focus is placed on safety and risk management, to ensure that all precautions are taken to produce a safe and secure event.

The Campus Event Planning System, developed by the university’s Office of Information Technology and Office of Communications and Marketing, allows event planners to fill out a central form that will be reviewed by the university’s Event Management Committee.

The committee is made up of numerous departments including Auxiliary Services, Public Safety and Security, Risk Management and Safety, Facilities, Student Affairs, Housing and Residence Life, Communications and Marketing, Athletics and other on-campus entities as they apply. The committee also includes off-campus units, such as City of Auburn Police and Fire Divisions.

“Effective and timely communication regarding on-campus events is essential for participant safety,” said Bob Ritenbaugh, assistant vice president for auxiliary services and chair of the Event Management Committee. “And this dynamic event request system facilitates that communication immensely.”

The form within the Campus Event Planning System is designed to gauge the amount of forethought that has been put into main areas of concern, including participant safety and compliance with university policy and state statutes.

The system also eliminates foot traffic that was previously needed to gain on-campus event approvals. Instead of having to go to each office to receive handwritten permission, the user only needs to submit the online form. The Event Management Committee can request further information regarding the event through the system and can approve or deny the event based on the information given.

It is important to note that the Campus Event Planning System does not book a venue for an event. The requester must still make arrangements with the venue manager.

To view the Event Planning and Protocol website and to submit a request for an event, go to www.auburn.edu/auevent.

Contact: Mike Clardy, (334) 844-9999 (clardch@auburn.edu), or
Teresa Whitman-McCall, (334) 844-7521 (whitmtl@auburn.edu)