Knox College Event Registration Form

Knox College Event Registration Form
This form should be submitted at least 5 business days prior to the scheduled event. The contact person listed will recieve an email stating whether or not the event has been successfully registered. Your organization can begin publicizing the event only after you have received confirmation.
Acknowledgement of Event Policy Guidelines
By completing this form all event monitors and sponsoring organizations acknowledge that they are responsible for upholding the Knox College student code of conduct and the event registration policy, as well as any policies of their organization.
Basic Event Information
Event Title*
Organization Sponsoring Event*
Please spell out the organization name - no acronyms. "Organization" can also be a person, suite, hall, or campus house.
Start Date of Event*

MonthDayYear
Start Time*

:HourMinutesAM/PM Option
End Date of Event*

MonthDayYear
End Time*

:HourMinutesAM/PM Option
Event Location*
Primary Event Contact Person*

First NameLast Name
Phone Number for Contact Person*

Area CodePhone Number
Knox E-mail for Contact Person*
Attendance
Numbers should be based on how many people are expected to be in the building/event location at any given time, not the total number of peope who might attend the event. Attendance should not exceed the fire code capacity of the location listed above.
Including Members of your Organization, What is your expected attendance?*

Small Event: Fewer than 75 peopleMedium Event: 76-150 peopleLarge Event: 151-300 people

Event Monitors
Monitors are the individuals who are responsible for the event. The number of monitors per event differs based on the size of the event.
- Small Event: less than 75 people - 4 monitors
- Medium Event: 76- 150 people - 5 monitors
- Large Event: 151-300 people - 6 monitors
Responsibilities include:
- ensuring compliance with any registration conditions and all Knox College Policies.
- supervising conduct at the event.
- Cleaning up after the event.
- testifying in any disciplinary hearing resulting from a perosn's conduct at the event
- Providing Information for and appearing at any conduct hearing resulting from alleged behavior at the event. (Officers of the sponsoring organization may be asked to do the same, even if they are not present at the event.)
Additional Responsibilities & Expectations for events with alcohol:
- all Monitors should be 21 years old
- prevent alcohol from entering Third Party Vendor events
- collect alcohol at BYOB events
- prevent open containers of alcohol from leaving the event
- ensure that alcohol is only being consumed by those of legal drinking age
- ensuring that all Knox College, any associated organization policies, and local, state, and federal laws are followed at all times
- be aware of persons who are drinking in excess and may need specialized or medical attention
Monitor #1*

First NameLast Name
Monitor #2*

First NameLast Name
Monitor #3*

First NameLast Name
Monitor #4*

First NameLast Name
Monitor #5 required for Medium and Large Events

First NameLast Name
Monitor #6 required for Large Events

First NameLast Name
Type of Event
Type of Event*

On-Campus EventOff-Campus Event

Off-Campus Event
Who have you been communicating with to reserve your off campus location? Please list their name and contact information below.
Name of off-campus contact:*

First NameLast Name
E-mail of off-campus contact: *
Phone Number of off-campus contact:*

Area CodePhone Number
How will attendees reach the off- campus location?*

Drive themselves, we are not providing transportation.We are providing transportation by renting a bus.We are arranging a carpool.We are walking.
If you are arranging a carpool please list the full names of your drivers below.
Is this event open to the public?*

YesNo
Is this an event with Alcohol?*

YesNo

On Campus Event
Is this an event with alcohol?*

YesNo
If this event is being held in a residential space (house, suite, hall, apartment), have the residents of the space been notified?*

This event is not being held in a residential space.Yes, all residents have been notified.No, all residents have not been notified.

Event with Alcohol
Events with alcohol may be hosted by student organizations, individuals, residence halls, or houses. These events must be invite only and registered with the Campus Life Office at least one week prior to the event and follow the guidelines below. Events should not be publicized until the event is approved by the Campus Life Office.

Student organization funds, student activity fees, or the combined funds of members of an organization should not be used to purchase alcoholic beverages. Individuals may purchase alcohol for their personal use. An approved event allows alcohol to be consumed in public areas of the College, which is otherwise prohibited by the Student Code of Conduct.

Alcohol should not be served during the last thirty minutes of the event.

Events with Alcohol must adhere to all local, state, and federal laws as well as any policies or laws that might be provided by an associated organization. When planning an event with alcohol the host or host group has two options: BYOB event or Third Party Vendor. Third Party Vendor means that the event will have a cash bar.
BYOB

Bring Your Own Beverage
At a BYOB event each guest of legal age is permitted to bring one of the following:
- 6 pack of 12 oz. beer or hard cider
- 4 pack of 12 oz. alcoholic coolers (12 % alcohol maximum)
- 750 ml bottle wine (12% alcohol maximum)
The event sponsors should have a bar or table set up to distribute the drinks brought by guests.

Guests will give their alcohol to an event monitor who will provide the of age guest with a wrist band and tickets for each drink.

Guests can then exchange their tickets for their drinks at the bar. Drinks in glass bottles should be transferred to plastic cups before serving.

Guests should only be given the drinks that they brought into the event.

Guests can take their unopened beverages with them at the end of the event.

Alcohol should not be served during the last thirty minutes of the event.
Third Party Vendor

Cash Bar
The host or hosting organization will contract a licensed third party vendor such as Knox College Dining Services, Bon Appetit.

The bartender will be responsible for checking for legitimate proof of age.

Types of alcohol should be limited to beer, wine, and alcoholic coolers with a maximum of 12% alcohol.
How will the Alcohol be provided?*

BYOBThird Party Vendor / Cash Bar
How will event monitors know who is 21 and who is not?*
If using BYOB, how will event monitors be sure only guests who are of legal drinking age are bringing in alcohol?
If using a third party vendor, who is your Third Party Vendor?
E-mail for Third Party Vendor:
Phone Number for Third Party Vendor:

Area CodePhone Number
Please list 3 dates & times that you are available to meet with a Campus Life staff member to further discuss event expectations. Please list dates at least 3-4 days prior to your event.*

Attachments
Please include event poster for newsletter here: *

Upload a File

Cancelof
For invite only events, attach guest list here:

Upload a File

Cancelof
Should be Empty:

Knox College Event Registration Form

Acknowledgement of Event Policy Guidelines

Basic Event Information

Attendance

Event Monitors

Type of Event

Off-Campus Event

On Campus Event

Event with Alcohol

BYOB

Third Party Vendor

Attachments