Departmental Event Registration and Review

Depending on the size and nature of the event, approval and review may be required. Pleasea consult the Conference Services Office for additional assistance.

IF...	THEN...	WHY
Bringing a politician, famous speaker, or other VIP...	Complete a Dignitary Notification Form as early as possible.	Secure available University support, ensure compliance with policy, and ensure University acknowledgement for guests of the University, as appropriate.
Serving food...	Contact Catering.	Ensure compliance with Brown First and food safety regulations.
Your event involves meals, alcohol, courtesies, hospitality, entertainment, or celebrates or recognizes one or more employees...	Review the Business Meals and Hospitality Policy.	Ensure appropriate use of University funds.
Your event is not for a Brown business purpose or you are sponsoring a non-Brown organization...	Contact Conference Services.	University insurance does not extend to programs sponsored by non-Brown organizations. In addition, fees may apply for use of Brown space for non-Brown business.
Collecting cash at your event...	Have your event reviewed by the Department of Public Safety.	Maximize personal safety and minimize risk associated with theft.
Need to collect credit card payments online for conference registration...	Contact Conference Services.	They have been approved by e-commerce to offer a credit card registration service. Visa, Mastercard, AmEx and Discover are accepted. Credit card processing fees apply. This service will help streamline your registration process and assist you in maintaining accurate records of attendees.
Expecting 50 or more attendees...	Complete a Fire Safety checklist.	Ensure compliance with Rhode Island Uniform Fire Code requirements.
Expecting 100 or more attendees...	Have your event reviewed by the Department of Public Safety.	Larger events require consideration of guest safety in the event of an emergency.
Expecting 300 or more attendees...	Have your event reviewied by the Fire Safety Office.	State law requires that any event of 300 or more be reviewed for potential assignment of a Fire Marshal.
Expecting 1000 or more attendees...	Have your event reviewied by the Fire Safety Office.	State law requires that any indoor (or under a tent) event of 1000 or more submit a management plan, provide trained crowd managers, and have a Fire Marshal present.