Event Planning Forms (all pdf's unless noted)
Pre-Event Planning Form Online
The Pre-Event Planning Form should be submitted at least ten (10) business days in advance of your event. This form is required when you are seeking resources from the university, and strongly suggested for events involving travel, retreats, or large events open to the public. It is also suggested for any event outside the scope of your experience. This form can be accessed and submitted through your organization’s profile on StuAct Online, or through the link above.
Open Event Forms must be reviewed to form by the Director of Operations for the Memorial Student Center Complex (Room 103D, Rudder Tower) for any events on the Texas A&M campus that are open to the general public and expected to attract 150 or more attendees.
Waiver forms are required for events involving minors and events involving travel more than 25 miles away from the university, and strongly suggested for events involving physical activity. The Department of Student Activities and the General Counsel of the university have developed a standard waiver form that you may adapt for your activities. You should retain copies of waiver forms for at least two (2) years following your event, and we encourage you to bring copies of participants' waiver forms during your activity in case you need their emergency medical information.
Event Planning Form - Riverside Chapel
This form must be submitted to the Risk Management team for your organization to secure a reservation of space at the Texas A&M University Riverside campus for your activities. Please contact (979) 845-0692 with any questions about using Riverside campus facilities.
Incident Report Forms should be filled out within 48 hours of any incident involving an injury or affecting the health or safety of a participant in your program or event. This form, along with any witness statements, should be delivered to the Director of the Department of Student Activities.
Information about eligibility for Risk Initiative funds is provided in the Finances section of the Student Organization Manual and on the SOFC area of the Student Activities web site. Please submit the completed form to the Risk Management team at 125 John J. Koldus Building.
Residence Life Event Planning Form - link
Student organizations affiliated with the Department of Residence Life will find links to Res Life event planning information and risk management guidance at the above website. Hall councils and associations currently submit Event Planning Forms to both departments through their StuAct Online organization accounts.
University Vehicle Rental Forms
The paperwork to rent vans from the university includes the Acknowledgement of Rules/Policies, the Vehicle Rental Request Form, the Release and Application Information Form, the Recognition and Assumption of Risk Form, the Approval to Charge Form (through the Student Organization Finance Center), and the Itemization of Charges Form. Please contact (979) 458-4371 with any questions about vehicle rentals. Refer to the Van Rental section of this website for explanations of the following forms and additional information about university vehicle rentals.
Acknowledgment of Rules/Policies
Vehicle Rental Request Form
Release and Applicant Information Form
Recognition and Assumption of Risk Form
Approval to Charge Form
Itemization of Charges Form
Additional Forms
Please refer to the Forms section of the Student Organization Manual for a full list of departmental forms available for download.