SILLC Event Request Form

SILLC Event Request Form

This Online Form must be submitted at least 10 weeks prior to the event. SILLC is not able to support events if this Online Form is submitted less than 10 weeks in advance.

Progress on this Online Form CANNOT be saved. For an overview of all fields on this form, please review this PDF.

Before starting this form, please ensure you have the following:

Department Head Approval
Event Budget & Funding Source
Business Purpose
Equipment Needs (Tables, chairs, etc)
Guest Speaker Information / Honorarium Amount
Draft Event Agenda
Event Location
Catering Information / Dietary Restrictions

Please review full guidelines for SILLC events here.

Questions? Contact us at coh-sillc-event@arizona.edu

Thank you! Your event date is at least 10 weeks out from today. Please complete and submit the form below.

Contact Details

Event Contact / Event Host*

UA Email Address*

Department*

Select

Phone #*

Phone

Event Date

Event Start Date*

Must be at least 10 weeks from today

EVENT DATE MUST BE AT LEAST 10 WEEKS OUT FROM TODAY'S DATE

Please select a date that is at least 10 weeks out to activate the form.

Event End Date*

You selected an end date that is less than 10 weeks out from today's date, please reselect.

Do you have department head approval?*

Yes

When you submit this form, it will be sent to your department head for final approval. Please be sure your department head is aware of this event before proceeding.*

Yes, I understand that this form will be sent to my department head for final approval.

Please Note: A meeting with the events coordinator at least 9 weeks in advance to finalize the event details is highly recommended. The event coordinator is available for a meeting to discuss your event. Meeting with the events coordinator will ensure the best representation of the department, the College of Humanities, and the University of Arizona to our students, colleagues, guests, and potential future donors in the community.

*If you choose NOT to meet with the event coordinator, the details in this form will be considered final and NO changes will be possible (unless canceling the request and submitting a brand new events request form).

Would you like to meet with the event coordinator, at least 9 weeks prior to your event?*

Yes, I would like to set up a meeting.

No, I am confident that the details on this form are final.

The Events Coordinator will contact you to schedule the meeting

Event Budget and Business Purpose

Max budget for event*

Please note the budget must be approved by the department head and cannot exceed max budget.

Business purpose/reason for event*

A business purpose statement justifies how an expense is appropriate and reasonable, and how it supports and/or advances the goals and objectives of the university. For example, student recruitment, retention, outreach, research, collaboration, etc.

For more information and examples of UArizona business purposes: please copy and paste the following URL in a new window: https://financialservices.arizona.edu/accounting/business-purpose

Funding Source*

What is the funding source for this event? (E.g., name of grant, departmental account, etc.)

Event Details

Event Name*

Expected number of people*

Event Start Time*

Event End Time*

Is this a recurring event?*

same time / same venue

Yes

List dates of recurrences (for this academic year only)

Recurring day 1*

Is there another recurrence?*

Yes

Recurring day 2*

Is there another recurrence?*

Yes

Recurring day 3*

Is there another recurrence?*

Yes

Recurring day 4*

Is there another recurrence?*

Yes

Recurring day 5*

Is there another recurrence?*

Yes

Recurring day 6*

Is there another recurrence?*

Yes

Recurring day 7*

Is there another recurrence?*

Yes

Recurring day 8*

Is there another recurrence?*

Yes

Recurring day 9*

Is there another recurrence?*

Yes

Recurring day 10*

Event Type

Event Type (E.g., lecture, orientation...etc)*

Event Delivery*

In Person / On UA campus

Zoom

Please remember to create and share your zoom link with your guests.

Guest Speaker

Will there be a guest speaker at this event?*

Yes

Number of Guest Speakers*

Select

Name of Guest Speaker*

Phone Number*

Phone

Email Address*

Honorarium Amount*

Is the guest a US Citizen or Permanent Residence of the US?*

Yes

Guest Visa Type*

Is the guest a UA Student / Employee?*

Yes

Will the guest be participating in person / on UA campus?*

Yes

Will the guest be participating inside or outside US borders?*

Inside

Outside

Will the guest need travel accomodations?*

Yes

Hotel for guest?*

Yes

Airfare for guest?*

Yes

Name of Guest Speaker 2*

Phone Number guest 2*

Email Address guest 2*

Honorarium amount (guest 2)*

Is guest 2 a US Citizen or Permanent Residence of the US?*

Yes

Guest 2 Visa Type*

Is guest 2 a UA Student / Employee?*

Yes

Will guest 2 be participating in person / on UA campus?*

Yes

Will guest 2 be participating inside or outside US borders?*

Inside

Outside

Will guest 2 need travel accomodations?*

Yes

Airfare? 2*

Yes

Hotel? 2*

Yes

Name of Guest Speaker 3*

Phone Number guest 3*

Email Address guest 3*

Honorarium amount (guest 3)*

Is guest 3 a US Citizen or Permanent Residence of the US?*

Yes

Guest 3 Visa Type*

Is guest 3 a UA Student / Employee?*

Yes

Will guest 3 be participating in person / on UA campus?*

Yes

Will guest 3 be participating inside or outside US borders?*

Inside

Outside

Will guest 3 need travel accomodations?*

Yes

Airfare? 3*

Yes

Hotel? 3*

Yes

Name of Guest Speaker 4*

Phone Number guest 4*

Email Address guest 4*

Honorarium amount (guest 4)*

Is guest 4 a US Citizen or Permanent Residence of the US?*

Yes

Guest 4 Visa Type*

Is guest 4 a UA Student / Employee?*

Yes

Will guest 4 be participating in person / on UA campus?*

Yes

Will guest 4 be participating inside or outside US borders?*

Inside

Outside

Will guest 4 need travel accomodations?*

Yes

Airfare? 4*

Yes

Hotel? 4*

Yes

Name of Guest Speaker 5*

Phone Number guest 5*

Email Address guest 5*

Honorarium amount (guest 5)*

Is guest 5 a US Citizen or Permanent Residence of the US?*

Yes

Guest 5 Visa Type*

Is guest 5 a UA Student / Employee?*

Yes

Will guest 5 be participating in person / on UA campus?*

Yes

Will guest 5 be participating inside or outside US borders?*

Inside

Outside

Will guest 5 need travel accomodations?*

Yes

Airfare? 5*

Yes

Hotel? 5*

Yes

Name of Guest Speaker 6*

Phone Number guest 6*

Email Address guest 6*

Honorarium amount (guest 6)*

Is guest 6 a US Citizen or Permanent Residence of the US?*

Yes

Guest 6 Visa Type*

Is guest 6 a UA Student / Employee?*

Yes

Will guest 6 be participating in person / on UA campus?*

Yes

Will guest 6 be participating inside or outside US borders?*

Inside

Outside

Will guest 6 need travel accomodations?*

Yes

Airfare? 6*

Yes

Hotel? 6*

Yes

Name of Guest Speaker 7*

Phone Number guest 7*

Email Address guest 7*

Honorarium amount (guest 7)*

Is guest 7 a US Citizen or Permanent Residence of the US?*

Yes

Guest 7 Visa Type*

Is guest 7 a UA Student / Employee?*

Yes

Will guest 7 be participating in person / on UA campus?*

Yes

Will guest 7 be participating inside or outside US borders?*

Inside

Outside

Will guest 7 need travel accomodations?*

Yes

Airfare? 7*

Yes

Hotel? 7*

Yes

Name of Guest Speaker 8*

Phone Number guest 8*

Email Address guest 8*

Honorarium amount (guest 8)*

Is guest 8 a US Citizen or Permanent Residence of the US?*

Yes

Guest 8 Visa Type*

Is guest 8 UA Student / Employee?*

Yes

Will guest 8 be participating in person / on UA campus?*

Yes

Will guest 8 be participating inside or outside US borders?*

Inside

Outside

Will guest 8 need travel accomodations?*

Yes

Airfare? 8*

Yes

Hotel? 8*

Yes

Please remember to create and share your zoom link with your guests.

Agenda

When scheduling an event, a draft agenda must be submitted, even if it is not open to the public. It is required to submit a draft agenda at this stage.

Agenda Draft*

Type out draft agenda or submit a pdf at the end of the form

Flyers

Do you need any printed flyers for this event?*

Yes

Please see your department's administrative assistant for help with creating flyers with department templates.

For customized flyers, please submit a request to COH marketing. For COH marketing requests webpage, please copy and paste the following URL in a new window: https://marketing.humanities.arizona.edu/?&target=_blank

Event Location

Please indicate your preferred location for this event (E.g., Conference Room, Classroom, etc.)*

Mondopad needed?*

Only applicable if in LSB

Yes

How would you like the room setup?*

To assist with your ideal set up for the event, please copy and paste the following URL in a new window. https://arizona.box.com/s/s5i9uq0susuv0xc7jjesb58ixcyvjz0v?&target=_blank

Note that some locations have fixed setups that cannot be adjusted or changed.

Select

Alternate room setup*

Catering

Do you need food catered for your event?*

Yes

Breakfast Catering*

List the type of food needed (feel free to list the vendor or type of vendor preferred for this event)

Breakfast Dietary Restrictions*

Please include any dietary restrictions / allergies

Lunch Catering*

List the type of food needed (feel free to list the vendor or type of vendor preferred for this event)

Lunch Dietary Restrictions*

Please include any dietary restrictions / allergies

Dinner Catering*

List the type of food needed (feel free to list the vendor preferred for this event)

Dinner Dietary Restrictions*

Please include any dietary restrictions / allergies

Appetizer Catering*

List the type of food needed (feel free to list the vendor preferred for this event)

Appetizer Dietary Restrictions*

Please include any dietary restrictions / allergies

Beverage Catering*

List the type of beverages needed (feel free to list the vendor preferred for this event)

Note: the SILLC event coordinator will only purchase food items for delivery and will not purchase food items from vendors like Costco, Sam's Club, Walmart, Target, or grocery stores. If you would like food items from such vendors you will need to purchase, pick up, bring with you to the event, and submit documentation for reimbursement.

Anticipated Audience

Anticipated audience*

Open to the public

Other

Other audience*

A flyer with a mention of "Open to the public" is required to be submitted for this event

Events open to the public Do Not require a Sign-in Sheet.

This event requires a sign-in sheet*

If this event is not open to the public, all attendees must have UA affiliation and sign the SILLC Sign-in Sheet. The completed Sign-in sheet must then be turned in to the event coordinator after your event. Please copy and paste the URL in a new window https://arizona.box.com/v/sillc-signin?&target=_blank to view, print, or download the Sign-in Sheet.

I agree that everyone attending this event has University Affiliation

Event Equipment

Note: For questions about equipment costs, please contact the SILLC events coordinator (coh-sillc-event@arizona.edu).

Do you need Table(s) for your event?*

Yes

Table Options

6' banquet tables (cheapest)
Small 48" round tables
Large 60" round tables
High-top cocktail tables
Low-top Bistro type tables (most expensive)

Tables?*

Quantity of Banquet Tables*

Quantity of Small Round Tables*

Quantity of Large Round Tables*

Quantity of High-top Cocktail Tables*

Quantity of Low-top Bistro Type Tables*

Do you need table cloths?*

Yes

What color for the table cloths?*

Red

Navy

Black

Do you need Chairs for your event?*

Yes

Chair Options

Padded chairs rent (more expensive)
Plastic folding chairs (less expensive)

Chairs?*

Padded

Plastic folding

Quantity of Padded Chairs*

Quantity of Plastic Folding Chairs*

Do you need a Podium for your event?*

Yes

Podium Options

Acrylic Podiums (more expensive)
Black Podiums (less expensive)

Podium?*

Acrylic

Black

Quantity of Acrylic Podium*

Quantity of Black Podium*

Do you need a Tent for you event?*

Yes

Quantity of Tents*

Do you need Audio/Video equipment for your event?*

Yes

Do you need sound amplification? (microphone/speaker system)*

Yes

How many microphones?*

How many speakers?*

(Amplification is allowed only between noon - 1pm, Monday through Friday, 5pm-7pm Monday through Thursday, Friday from 5pm-10pm, and Saturday and Sunday 8am - 10pm on the campus mall.)

** Grounds Services will be added to all outdoor spaces that are FM Maintained, for post event cleanup.

** Custodial Services will be added to all indoor spaces that are FM Maintained, for post event cleanup.

Event Materials

Please contact COH Marketing for creating and/or purchasing branded event materials (other than flyers using the department's flyer template).

For COH marketing requests webpage, please copy and paste the following URL in a new window: https://marketing.humanities.arizona.edu/?&target=_blank

NOTE: You are responsible for transporting these materials to your event.

Amazon / Outside Purchases

Do you need an item purchased from Amazon?*

Yes

Amazon Item 1*

Please describe the item to purchase

How many of item 1 would you like purchased?*

Amazon Link 1*

Please provide link for 1st item

Do you need another item purchased from Amazon? 2*

Yes

Amazon Item 2*

Please describe the item to purchase

How many of item 2 would you like purchased?*

Amazon Link 2*

Please provide link for 2nd item

Do you need another item purchased from Amazon?*

Yes

Amazon Item 3*

Please describe the item to purchase

How many of item 3 would you like purchased?*

Amazon Link 3*

Please provide link for 3rd item

Do you need another item purchased from Amazon?*

Yes

Amazon Item 4*

Please describe the item to purchase

How many of item 4 would you like purchased?*

Amazon Link 4*

Please provide link for 4th item

Do you need another item purchased from Amazon?*

Yes

Amazon Item 5*

Please describe the item to purchase

How many of item 5 would you like purchased?*

Amazon Link 5*

Please provide link for 5th item

Do you need another item purchased from Amazon?*

Yes

Amazon Link 6*

Please describe the item to purchase

How many of item 6 would you like purchased?*

Amazon Item 6*

Please provide link for 6th item

Do you need another item purchased from Amazon?*

Yes

Amazon Item 7*

Please describe the item to purchase

How many of item 7 would you like purchased?*

Amazon Link 7*

Please provide link for 7th item

Do you need another item purchased from Amazon?*

Yes

Amazon Item 8*

Please describe the item to purchase

How many of item 8 would you like purchased?*

Amazon Link 8*

Please provide link for 8th item

Do you need another item purchased from Amazon?*

Yes

If you need additional Amazon purchases, please reach out to the Event Coordinator at coh-sillc-events@arizona.edu

File Upload

Please submit any attachments that you would like to share. All files must be in PDF format.

Drag and drop files here or

Meeting with Events Coordinator

Please Note: It is recommended to schedule a meeting with the event coordinator to finalize your details at least 9 weeks in advance of your event. The event coordinator is available for a meeting to discuss your event. While some details are flexible, others may have limitations. Meeting with the events coordinator will ensure the best representation of the department, the College of Humanities, and the University of Arizona to our students, colleagues, guests, and potential future donors in the community.

*If you choose NOT to meet with the event coordinator, the details in this form will be considered final and NO changes will be possible (unless canceling the request and submitting a brand new events request form).

Would you like to meet with the event coordinator, at least 9 weeks prior to your event?*

Yes, I would like to set up a meeting.

No, I am confident that the details on this form are final.

I have read, understand, and agree to the conditions of this event request*

Send me a copy of my responses

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