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Event Registration Policy

For Student Groups ONLY

Special Note for Orientation 2008: In order to give all student groups an equal opportunity to reach incoming first-year students and to enable first-year students to focus on mandatory Orientation activities, student groups will not be able to register or sponsor events or activities until after the Orientation Activities Fair (Thursday, September 4), this includes requesting promotional tables in the PO or on the Main Green.  All student groups intending to sponsor any events or activities between the end of the Activities Fair on September 4 through 11:59 PM on Sunday, September 7 MUST register them with the Student Activities Office regardless of the size of the event. Please continue reading for more information about event registration.

To assist students in the planning of safe and successful events and activities, facilitate adherence to University policies and procedures and Rhode Island and Providence laws and regulations, and to ensure adequate time for the organization of event support services and security, the University has adopted this Event Registration Policy.

The following student events and activities must be registered with the Student Activities Office:

  • All events or activities where alcohol will be served;
  • All events or activities where anticipated attendance is 100 or more;
  • Other events or activities when required by appropriate campus departments or under special circumstances.

Events or activities that meet the above criteria must be sponsored by a recognized student group and are required to have two (2) Brown student event coordinators who are responsible for the overall planning and management of the event. If alcohol will be served, one of the coordinators must be at least 21 years of age.

Registration is done by completing an Event Registration Form and submitting it for review by the SAO at least two (2) weeks prior to the event or activity. If alcohol will be served or anticipated attendance is 300 or more, organizations must consult with the SAO at least three (3) weeks in advance of the event or activity. A venue for the event must be secured in advance of submitting an Event Registration Form.

All events and activities held on Sundays through Thursdays must close by 12 midnight. Friday and Saturday events and activities must close by 2 AM; alcohol service must end at 12:45 AM (so drinking ends by 1 AM) for events that qualify for a Class F license (events where alcohol will be served and money will be collected at the event for any reason).

There may be no events that qualify for event registration during Orientation without permission from the Orientation Welcoming Committee See special note above for Orientation 2008. Events qualifying for registration are not permitted during exam periods and are only permitted during reading periods with permission from the Student Activities Office.

Students organizing events or activities with an anticipated attendance of less than 100 may still find it beneficial to register the event or activity or consult with the SAO, particularly if there are any safety or security concerns; if the event or activity might be considered controversial, or if any famous, political, or potentially controversial individuals have been invited.

If your event or activity meets the criteria for event registration and either alcohol will be served or the event or activity can be defined as a social function, please refer to the Social Function Planning and Management Procedures for additional information.