Special Event Request Form

Event Name *
Event Host *

Event Host Hosted by Jacksonville University Co-hosted with Jacksonville University External
Name Name * First Last
JU Department *
JU Point of Contact Phone JU Point of Contact Phone * - ### - ### ####
Point of Contact Cell phone Point of Contact Cell phone - ### - ### ####
JU Point of Contact Email *
Approved By *
Account Number to be Charged for Expenses *
External Host Organization Corporate Name *
External Host Point of Contact External Host Point of Contact * First Last
External Host Point of Contact Phone External Host Point of Contact Phone * - ### - ### ####
External Host Point of Contact Email *
Who is responsible for budget / payment? *
Please describe any long-term partnership objectives or current collaborations with the outside organization?
Has the event been co-sponsored with Jacksonville University before?

Has the event been co-sponsored with Jacksonville University before? Yes, JU has co-sponsored this event before. No, JU has never co-sponsored this event.
I understand that co-hosted events require an on campus contact. I agree to be onsite for the entire event including set-up and tear-down. *

I understand that co-hosted events require an on campus contact. I agree to be onsite for the entire event including set-up and tear-down. I agree.
My department guarantees timely payment of all charges or fees incurred by the co-sponsored organization. In the event the co-sponsored group fails to pay associated charges, my department agrees to be financially responsible for payment. *

My department guarantees timely payment of all charges or fees incurred by the co-sponsored organization. In the event the co-sponsored group fails to pay associated charges, my department agrees to be financially responsible for payment. I agree.
A certificate of insurance will be required adding Jacksonville University as additional insured. Any non-JU Affiliate must provide a Certificate of Insurance (COI). If no insurance is available, the University can generate a quote to obtain. *

A certificate of insurance will be required adding Jacksonville University as additional insured. Any non-JU Affiliate must provide a Certificate of Insurance (COI). If no insurance is available, the University can generate a quote to obtain. A copy of our certificate of insurance is attached. We will provide a copy of our certificate at a later date. We need assistance obtaining a quote.
Host/Corporate Address for Billing Host/Corporate Address for Billing
Street Address Address Line 2 City State / Province / Region Postal / Zip Code Country
Budget Code
Event Information
Event Type *

Event Type Award / Recognition Ceremony Benefactor Engagement or Recognition Breakfast / Luncheon / Dinner Conference / Lecture Dedication / Ground Breaking / Announcement Fundraiser Reception Other Other

Check all that apply.
Who is being honored or recognized?
Name of Award Being Presented
Who is the benefactor of this fundraiser?

Who is the benefactor of this fundraiser? Jacksonville University Other (please list) Other (please list)
Estimated Fundraiser Revenue

ADD COPY: Reduced facilities fee.
Event Date Event Date * / MM / DD YYYY
Event Start Time Event Start Time * : HH MM AM/PM
Event End Time Event End Time * : HH MM AM/PM
Second Choice of Event Date Second Choice of Event Date / MM / DD YYYY
Is additional setup or breakdown time needed?

Is additional setup or breakdown time needed? Yes No
Please estimate and describe any additional time needs.
Is this a single (one-off) event or a series of events?

Is this a single (one-off) event or a series of events? Single event Series of events (this same event happens on multiple dates). This is one of a series of different events that are linked together.
Additional series event(s) and date(s)
Is this a first-time event, or has it been previously held?

Is this a first-time event, or has it been previously held? New event Recurrence of a previously held event
When was the last time this event was held?
Is this event on Jacksonville University's campus? *

Is this event on Jacksonville University's campus? Yes, this event will be held at the Jacksonville University main campus. Yes, this event will be held at Jacksonville University Downtown No, this event will be held off campus
Venue / Location Name
Venue / Location Address Venue / Location Address
Street Address Address Line 2 City State / Province / Region Postal / Zip Code Country
Requested Location
Alternate Location(s)
Do you know how you would like the space set up?

Do you know how you would like the space set up? Yes, I know my set-up needs. No, I need help with determining how the space should be set up.
Please explain your set-up needs with as much detail as possible. Include quantity and type of tables, location, etc.
Does your event have a program?

Does your event have a program? Yes, I will need a speaker set-up package. Yes, but I have no additional set-up needs. No, there will be no formal remarks.
What resources do you need to support your speaker/program?

What resources do you need to support your speaker/program? Podium Microphone Flags Head table Stage Projector/screens Other AV needs Other Other
Do you have audio or video needs? *

Do you have audio or video needs? Yes. No, I do not need ANY A/V for this event.
Please describe any audio or video needs.

If the event is after normal business hours, there will be a charge for A/V support with a 4-hour minimum.
Is this event open to the public? *

Is this event open to the public? Yes, it is open to the public. Open to select groups only. No, this event is invitation only.
Would you like this event added to the JU campus calendars? *

Would you like this event added to the JU campus calendars? Add to the public JU calendar on the main website (ju.edu). Add to the internal JU calendar (My JU). Do not publish this event on either calendar.
On which internal JU calendars would you like this event to appear?

On which internal JU calendars would you like this event to appear? Master internal JU Calendar Academic Events Admissions Events Alumni Events Athletics Events Fine Arts Performance Events Student activities and Events President Cost's calendar

Check all that apply.
Will this event be ticketed?

Will this event be ticketed? Yes No
Do you need tables for check-in?

Do you need tables for check-in? No. Yes. I need this many tables: Yes. I need this many tables:
Is there a fee for entry?

Is there a fee for entry? Yes, there is a fee for entry. No, this event is free to attend.
What is the ticket price per person?
What portion of the ticket price is tax deductible?
What does the ticket revenue go to support?
Do you need to utilize the JU ticketing system?

Do you need to utilize the JU ticketing system? Yes, I need tickets through jutickets.com. No, I have arranged for tickets through another service.
Ticket Purchasing Website Address
Will there be guests under the age of 18 years old? *

Will there be guests under the age of 18 years old? Yes, minors will (or may) be present. No.
I understand that level-two background checks are required for anyone interacting with minors on the JU campus. *

I understand that level-two background checks are required for anyone interacting with minors on the JU campus. I understand and agree.
Estimated Number of Minors Attending
Will you have catering? *

Will you have catering? Yes No
Due to University contracts, all catering must go through Aramark Services, our on-campus catering vendor. *

Due to University contracts, all catering must go through Aramark Services, our on-campus catering vendor. I understand and agree.
Catering Budget

Please note, you must contact Aramark to coordinate menu, costs and any other catering needs for your event.
Will alcohol be served? *

Will alcohol be served? Yes, alcohol will be served. No, alcohol will not be served.
Will you need reserved parking spaces? *

Will you need reserved parking spaces? Yes. No.
How many reserved parking spaces will you need?
Will additional security be needed? *

Will additional security be needed? Yes. No.
Please describe any security needs or concerns.
Are you requesting the attendance or participation of President Cost? *

Are you requesting the attendance or participation of President Cost? Yes. No.
What kind of participation are you requesting?

What kind of participation are you requesting? Event attendance only Event speaker Media interview Other Other
What is the program format?
How long would you like President Cost to speak?
Are there other speakers?

Are there other speakers? Yes, there are other speakers. No.
Please list other speakers.
Can a different Jacksonville University representative fill this role?

Can a different Jacksonville University representative fill this role? Yes. No.
Alternate University representative
Would you like to extend an invitation to Mrs. Cost?

Would you like to extend an invitation to Mrs. Cost? Yes, her attendance is valuable at this event. She is welcome, but not crucial to the success of the event. No, her attendance is not necessary.
Please describe any specific goals you'd like to achieve through the president's participation.
Topic(s) you'd like the president to speak about
Additional relevant information for President Cost
Suggested Attire
Audience Details
Audience / Attendee Category *

Audience / Attendee Category Alumni Benefactor Board of Trustees Community Education Industry Professional Faculty / Staff Government / Policy Official Media Parents / Families Student University Leadership Other Other

Check all that apply.
Estimated Audience Size
Please list any VIP honored guests expected to be in attendance.
Will news media be in attendance?

Will news media be in attendance? Yes. Maybe. No.
Which reporters/media outlets do you anticipate being in attendance?
News media details

Specifically, is there anything the President needs to be prepared to address? Are there questions you expect him to be asked?
Private media time with President Cost requested?

Private media time with President Cost requested? Yes, we would like President Cost to speak privately with a representative of the news media at this event. No private media time is requested.
Private media time details
Event Marketing
Will you need marketing services for this event?

Will you need marketing services for this event? Yes. No.

Please note: Marketing services require a 4-6 week advance notice.
What marketing services for this event are you interested in?

What marketing services for this event are you interested in? Public Relations Advertising Web Services Social Media Photography Videography Printed Materials Promotional Items or Giveaways

Please note, the services provided will be determined by the goal of the event, audience size, timing and budget. A meeting with marketing will be necessary to determine an agreed on scope of services.
What is the marketing budget for this event?
Miscellaneous
Additional Background Information on This Event
If you anticipate changes/revisions to this information prior to the event, please explain.
Upload Event Agenda or Briefing if available

Attach Files
Relevant Attachment #1

Attach Files
Relevant Attachment #2

Attach Files

Special Event Request Form

Special Event Request Form

Event Information

Audience Details

Event Marketing

Miscellaneous