Programming Registration Form
A requirement for all UNE Graduate and Professional Student Organizations to host or sponsor an event or activity, including but not limited to fundraisers, conference attendance, educational programs, or sales of merchandise.
Graduate and Professional Student Affairs will review the information the Programming Registration Form provides, responding to the Primary Contact Person via email. A meeting to discuss the details of the program may be requested.
Programs involving contracts/agreements with external organizations need to be submitted a minimum of five weeks in advance. This ensures an appropriate amount of time for UNE’s Office of Fiscal Affairs to review and approve all contracts/agreements. Contracts or agreements signed by students, staff, or faculty will not be honored by the UNE Business Office.
Please give three weeks for all other programs. Providing sufficient notification of your program with the registration form allows appropriate time for Graduate and Professional Student Affairs to communicate the needs associated with holding the program and/or ways to enhance it.
Refer to the UNE Master Calendar www.une.edu/calendar when planning your program to make sure you are scheduling it during a time that draws the greatest audience and does not compete with other programs.
Your UNE login id is required to schedule and reserve campus space through the Registrar’s Ad Astra Room Request system: www.une.edu/registrar/room-reservations. Remember to account for set-up and breakdown time in your request. Filtering for Additional Schedulable Space in the top left of the online request form will bring up Wing Student Lounge as a booking option.
The Office of Graduate and Professional Student Affairs will add your program to the UNE Master Calendar. All programs will be categorized as PC Student Life, stating whether the program is open to the public, restricted to the UNE community only, or limited to students of a specific academic program or to members of a student organization or club. If you CANCEL your event, please notify Suanne Johnson at email@example.com to update the calendar.
You do not need to submit Program Registration Forms for General Body Meetings. To have your meetings added to the UNE Master Calendar, please first reserve the space through Ad Astra, finalizing time and location then notify us and we will have it added to the master calendar.
Marketing platforms include social media, printed flyers and posters, and email blasts, known as “this week…” emails. Please refer to UNE’s social media policy at: www.une.edu/communications when promoting with your organization’s Facebook page, flyers and posters need to be approved and have a “remove by” date added through the Office of Graduate and Professional Student Affairs, all PC Student Life events are copied and pasted in the body of an email from PC Student Life with “this week…” in the subject line and emailed two or three times weekly to all PC students.
Please submit separate Program Registration Forms for merchandise orders and for sales of merchandise that involve a tabling event. All merchandise displaying the UNE logo must comply with the UNE Brand. Images and artwork must be provided to Graduate and Professional Student Affairs before program approval is granted.
For catered events, submit catering requests at https://une.sodexomyway.com/catering/catering-request.html or connect with David Evans at firstname.lastname@example.org or email@example.com. To have your on campus event catered by a vendor other than Sodexo, you must seek permission from David Evans within 48 hours of your event and receive email confirmation.
All catered events where alcohol is served require non alcoholic drink options, and either heavy appetizers, buffet or seated dinner. Student Organization funds are not to be used to pay for alcohol. This includes money collected from event ticket sales and deposited into Student Organization accounts.
Submit work orders for event setups, breakdowns, (tables and chairs etc) and housekeeping (trash cans and recycling bins) at: www.une.edu/campus/facilities-management Your UNE login id is required. Password is the password for submitting the work order from the site.