Event Planning and Notification Form

Event Planning and Notification Form

All Events (including brother/sisterhood events, philanthropic and social events) hosted or sponsored by a fraternity or sorority at Florida International University especially those events that will have  alcohol, or host more than 100+ expected people in attendance must be registered with Fraternity and Sorority Life. Events where alcohol (BYOB or 3PV) will be consumed must be approved by FSL.

Social events that involve alcohol must also be accompanied by a Certified Sober Monitor List and an Event Guest List and be submitted 10 business days prior to the event.

Plan to meet with Vanessa Vazquez, Ayxa Vecino or another member of the Graham Center Central Reservations Staff no less than 7 business days before the event to ensure all policies and guidelines are being followed and met for your event.

COVID REQUIREMENTS:

  1. All In-Person Events while we are still under the COVID-19 Pandemic MUST be approved by the FIU External Relations team. Fraternity and Sorority Life Staff WILL NOT approve any in person events unless you submit a pdf of your approval confirmation email along with this event planning form or through a follow up email to your FSL Advisor. You can submit your In-Person event here on this link with External Relations. You can learn how to plan for In Person campus events on the FIU Campus Events COVID Guide.
  2. You will also need to submit a plan of how you will be following CDC Guidelines for your event that include, social distancing, temperature monitoring, and sanitation of spaces.
  3. All FOOD supplied for events must be, cooked and distributed by a licensed caterer in individually wrapped containers. 
Please complete all questions
If Other, please list below:
Name of Event
Location of Event (Include complete address if not a University Location)
Please enter the link for your virtual meeting here, if its a virtual event.
If other, please explain:
Provide a description of your event:
Is there an admission charge?
If so, what is the amount?
Date of Event
Does this event include alcohol?
Start Time
End Time
Event Flyer | Poster

Please upload the flyer or poster design associated with this event. Please keep in mind that flyers or posters that allude to alcohol related themes or suggest lewd behavior, phrases, or acts will not be approved.
Event Tshirt Design

Please upload the t-shirt design associated with this event. Please keep in mind that t-shirts that allude to alcohol related themes or suggest lewd behavior, phrases, or acts will not be approved.
If an on campus IN-PERSON event, upload your approval email in pdf format from External Relations here.
Upload your CDC Guidelines for your event that include: social distancing, temperature monitoring, and sanitation of spaces.
Event Guest | Participant List

Please upload the guest list of individuals attending your event (if this is an event that includes alcohol). For your convenience there is a Guest List Template in the files section of your portal titled "Social Event List Folder". Please include their name, status or role (if any) in our chapter. Example: Jane Smith Sigma Iota Sigma Active Sister Joan Smith Sigma Iota Sigma Alumnae Judy Smith Sigma Iota Sigma New Member Josie Smith Non-Affliated Guest
Approved SFL Certified Sober Monitors List

Please upload the guest list of individuals attending your event (if this is an event that includes alcohol). For your convenience there is a Sober Monitor List Template in the files section of your portal titled "Social Event List Folder". Please include their name, status or role (if any) in our chapter. Example: 10pm - 12am John Smith Entrance/IDs 10pm - 12 am Joe Smith "Bar" Area Server (Joe must be 21+ years old to serve) 10pm - 12 am Justin Smith Roaming Monitor 10pm - 12 am Jesse Smith Exit/ Wristband Removal 12 am - 2am Bobby Smith Entrance/IDs 12 am - 2 am Burt Smith "Bar" Area Server (Burt must be 21+ years old to serve) 12 am - 2 am Ben Smith Roaming Monitor 12 am - 2 am Bernie Smith Exit/Wristband Removal
3rd Party Vendor Contract Document: Hotel and Room Reservation Contract

Please upload contract documents involving the chapter (the contract documents MUST be between your chapter and the venue, FIU is not entering in contracts for your chapter, therefore, FIU MUST NOT be named on the document).
3rd Party Vendor Contract Document: Food and Beverage Contract

Please upload contract documents involving the chapter (the contract documents MUST be between your chapter and the venue, FIU is not entering in contracts for your chapter, therefore, FIU MUST NOT be named on the document).
3rd Party Vendor Contract Document: Miscellaneous (8MB max)

Please upload contract documents involving the chapter (the contract documents MUST be between your chapter and the venue, FIU is not entering in contracts for your chapter, therefore, FIU MUST NOT be named on the document).
3rd Party Vendor Contract Document: Miscellaneous

Please upload contract documents involving the chapter (the contract documents MUST be between your chapter and the venue, FIU is not entering in contracts for your chapter, therefore, FIU MUST NOT be named on the document).
Sponsoring Organization's Chapter Advisor Info

Please include name and phone number
Sponsoring Organization's Chapter Advisor Email Address
Sponsoring Organization's Event Organizer Info

Please include Name, phone number and email.
Name, email, and phone number of person submitting this form, if different from the Event Organizer:
Sponsoring Organization's President Info

Please include Name, phone number and email.
Electronic Signature: By signing below you understand and agree to all policies related to your event. Violation of any council, Sorority & Fraternity Life, or university policies may result in organizational judicial action.