Division of Campus Life
Student Activities

Event Planning and Registration

Student Organizations may host registered activities and events by completing forms and receiving approval from their Student Activities Office (SAO) advisor. Groups must register events at least 2-3 weeks ahead of time.

Registering Your Event

Detailed event registration guidelines can be found in the SAO Handbook

You must register all events or activities:

  • Where alcohol will be served
  • Off-campus (off-campus venues must be pre-approved by SAO)
  • Where anticipated attendance is 50 or more
  • Where the venue capacity is 50 or more
  • All performance events, film, and video production activities
  • Other events or activities when required by appropriate campus departments or under special circumstances
  • General body meetings (i.e. meetings only open to members of the group, typically business related), rehearsals, and practices do not need to be registered with SAO. 
    • Please note that 25live reservations and any related postings must clearly be titled general body meeting, rehearsal, or practice to avoid confusion and follow up from SAO.
  • If you are unsure if you have to register your event, please contact your advisor

Events or activities that meet any of the above criteria must be sponsored by a recognized student group and are required to have two (2) Brown student Event Managers who are responsible for the overall planning and management of the event.

Performance events, film and video production activities must be sponsored by a recognized student group and are required to have Brown student producers who are responsible for the overall planning and management of the project.

Events must be registered at least two weeks prior to your event date.

SAO Event Registration Form

Advisors will review event registration forms and email the submitter with either an approval or a request for more information.


Contracting Vendors/Service Providers

Never sign your own contracts. SAO provides standard contracts for speakers, performances, DJs, and other services. The Supplier Registration Form is also required for paying non-Brown vendors.