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.

Events must be registered with our office and the EPF must be submitted to Fraternity & Sorority Life at least 10 business days in advance (M-F 8:30AM-5PM) from the date of the event. Social events that involve alcohol must also be accompanied by a Certified Sober Monitor List and a Guest List and be submitted 10 business days prior to the event.

Click here and use this guide for reserving space and planning outdoor events. Plan to meet with Aryxa Vecino  with the Graham Center no less than 7 business days before the event. 

For new member presentations, outdoor philanthropy or other events, BBQs, or events with alcohol on campus, an Environmental Health and Safety Checklist must be accompanied and turned into the required department 14 business days prior to the event.

Please complete all questions
If Other, please list below:
Name of Event
Location of Event (Include complete address if not a University Location)
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?
Explain other:
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.
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
Event Guest 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
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.
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.
Sponsoring Organization's President Info

Please include Name, phone number and email.