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• Reserving Space
• Planning Considerations
• Lectures and Performances
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• Guidelines for Political Activities
• Protest and Demonstration Guidelines
• Managing Safety, Risk, and Your Event
• Event Support Services
• Event Registration, Review, and Approval
• Promoting Your Event
• After Your Event

Planning Considerations

Depending on the type of event you are planning, there are different policies, procedures, and issues you should consider and resources that may be available to you.

"University Business" vs. Private Events

Insurance is required for all private (non-University business) events and may be required for University events that present an unusual or high risk. More information is available. "University business" would generally include all events officially sponsored by University departments and student groups when such events further the mission, goals, and/or purpose of the University and/or the specific department/group.

Events with Food

University groups and departments are required to adhere to the Brown First Policy (Catering can provide more information).

When you are planning your menu, don't forget to plan for various guest needs (vegetarian, kosher, etc.), as well as potential food allergies.

Events with Alcohol

All student events where alcohol will be served must be registered and follow the applicable social function procedures.

Events of 100 or More

Any event where more than 100 people are expected OR where money will be collected must be reviewed by the Department of Public Safety. For student groups, this is done through Event Registration.

Student organization events where 100 or more attendees are expected OR where alcohol will be served must register with the Student Activities Office.

Events of 300 or More

If you expect more than 300 people at the event, you must contact the Fire Safety Office at least 5 business days prior to the start of the event to schedule a Providence Fire Department detail firefighter. The cost of the detail is the responsibility of the event sponsor. A department account number (or a check) must be supplied to the Fire Safety Office before a detail will be scheduled. Contact the Fire Safety Office for rates.

Events of 1000 or More

If more than 1,000 people are expected at the event, a fire safety plan must be filed with the Providence Fire Department. Trained “crowd supervisors” and “crowd managers” must be present throughout the event. Contact the Fire Safety Office for assistance in developing a fire safety plan and for additional information. Any show or musical concert seating more than 2,000 persons must use reserved seating only.

Weddings, Funerals, and Life Events

Please consult with the Office of the Chaplains and Religious Life regarding services that may be available. Weddings are generally not permitted on campus except in Manning Chapel or at the Haffenreffer Outing Reservation in Bristol.

Outdoor Musical and Similar Events

City entertainment regulations require that any outdoor event creating a noise that may be disruptive to neighbors must end by 12 midnight. NO EXCEPTIONS. We encourage appropriate notification to neighbors (both on campus through Residential Life and off-campus through Community Relations) before any event that may cause such disruptions. Please also consult the policies and procedures related to the use of the University Greens.

Games of Chance

Game tournaments involving games of skill (such as chess) are permitted; however, games of chance cannot be played if money will be involved in any way (such as poker).

Overnight Camping Out Events On Campus

On occasion groups want to plan to camp out on campus. Please review policies and procedures that apply in addition to reserving the use of the University greens.