Event Planning and Registration
This page will help answer some of the most common questions about the Event Planning and Registration (EPR) process.
- What is EPR and why do I need it?
- What is an EPR Form?
- What is an EPR consultation?
- When should an organization start the EPR process?
- When and where are EPR consultations available for RSOs?
- How does the EPR process work?
What is EPR and why do I need it?The Event Planning and Registration process is for Recognized Student Organizations (RSO), Greek Chapters, Honor Societies and recognized Residence Hall groups. All organization events and activities must utilize the Event Planning and Registration process if University resources of any kind are to be used. The purpose of the Event Planning and Registration process is to assist student organizations in planning, promoting, executing and evaluating successful events and activities. The Event Planning and Registration system fulfills this purpose by:
- Providing a process for student organizations to reserve facilities and services for events and activities.
- Assisting the components of the University that provide support for organization events and activities with a standard method of reserving, authorizing, and receiving payments for goods and services provided to organizations.
- Insuring that all proper policies as well as local, state and federal regulations and codes have been followed.
- Insuring that NU liability insurance covers the organization activities, if appropriate and
The Event Planning and Registration (EPR) form is a planning tool developed by the Student Involvement office that provides Recognized Student Organizations (RSOs) assistance in planning successful events and activities. The EPR form is required to be completed by all RSOs who are planning events and activities, and recommended for Greek Chapters if University resources of any kind are to be used, with the exception of the services provided by the Student Organization Financial Services (SOFS) office. The EPR form must be completed by a Student Involvement Student Organization Activity Resources (SOAR) staff member when an RSO member comes into the Student Involvement office for an EPR consultation. The EPR form cannot be completed over the phone. When completing the EPR form the RSO member should be prepared to answer questions about the basic facts of the event, including date, time, location, food, budget, expected number of attendees, etc. View a sample EPR form here.
The Event Planning and Registration (EPR) consultation takes place when a Recognized Student Organization (RSO) member comes to the Student Involvement office to register a RSO-sponsored event and/or activity. The EPR consultation involves meeting with a Student Involvement Student Organization Activity Resources (SOAR) staff member to complete the required EPR form. The RSO member should allow for a minimum of 15 minutes for the consultation. Allowing adequate time for this process is necessary so a Student Involvement SOAR staff member can assist the RSO in exploring all aspects of the event or activity being planned.
At the time of the EPR consultation, a Student Involvement SOAR staff member will ask the RSO questions about the event, and based on the information provided, guide the RSO to specific signatories, departments and offices around campus that will need to approve the event. The EPR consultation and process also provides the following:
- A process for RSOs to reserve facilities and services for events and activities.
- Assists University departments a way to provide support for RSO events and activities with a standard method of reserving, authorizing and receiving payments for goods and services provided to RSOs.
- Ensures that all proper University policies, as well as local, state and federal regulations and codes have been followed.
- Confirms that UNL liability insurance covers the RSO events and activities, if appropriate, and recommends the purchase of additional insurance if the event or activity warrants it. Greek Chapter events held off-campus or Greek Chapter residence property do not qualify for University liability coverage. Greek Chapters should consider carrying separate insurance for all their events and activities.
- Provides RSOs publicity planning consultations/information.
All Recognized Student Organizations (RSOs) and Greek Chapters (when applicable) should begin the Event Planning and Registration (EPR) process as early as possible. The consultation provided at the beginning of the process can assist RSOs in successful event planning, including all the resources and options available to them for the event. Beginning the EPR process a minimum of two (2) weeks prior to the date of the event is recommended. Some forms of approval, however, require up to four (4) weeks to process. Examples of minimum processing times include University Police authorizations (minimum 14 business days prior to event) and obtaining authorization to serve alcohol on campus (minimum 4 weeks).
Event Planning and Registration (EPR) consultations are available in Student Involvement located in 200 Nebraska Union or 300 Nebraska East Union. EPR consultations are available on a walk-in basis from 9:00 a.m. - 5:00 p.m. Monday - Friday. When classes are not in session (fall break, spring break, semester breaks, etc.), services are available by appointment only or limited hours. Call Student Involvement at 402-472-2454 on City Campus or 402-472-1780 on East Campus with questions or for an appointment.
Once a Recognized Student Organization (RSO) member has had an Event Planning and Registration (EPR) consultation with a Student Involvement Student Organization Activity Resources (SOAR) staff member, the RSO member will be provided with the necessary forms to secure reservations, approvals and authorizations to use University resources for the RSOs event.
Among the key items in this part of the process is the EPR form. This form will reflect the consultation between the RSO and the Student Involvement SOAR staff member and will require authorizations from a variety of offices to secure the desired resources for the event being planned. Among the required authorizations will be the faculty/staff advisor of the RSO. Once the RSO member has secured all of the authorizations, the EPR form (and any additional paperwork that the event may require) must be returned to the Student Involvement office for a final approval signature. The Student Involvement SOAR staff member will review the arrangements for the event as represented on the EPR form. The Student Involvement SOAR staff member may ask the RSO member questions regarding the event to insure that:
- The details of the event have not changed from what was originally recorded on the EPR form. If a change has occurred, the form must be corrected and, if needed, additional authorizations will need to be obtained.
- All supporting documents to the event, such as performance contracts, co-sponsorship agreements, vendor permits, noise variances and rental agreements, have been secured and provided to the appropriate office to insure a successful event.
- Once the review of the EPR and supporting documents has been completed, and if everything is in order, the Student Involvement SOAR staff member will provide a final approval signature. The EPR process is not complete and the event is not registered until the Student Involvement final signature has been secured. A copy of the completed EPR form will be provided to the RSO member.