Student-led event planning
Included on this page is some information that may be helpful when your club is planning your next event.
Events are planned in the Lounge app. Learn more about Lounge.
Plan ahead! Your event will be subject to current space availability and must receive approval from the Student Events Advisory Board (SEAB). Submitting an event form does not guarantee approval or completion of the SEAB process.
Feel free to reach out to maddywilson@unr.edu with any questions or for assistance.
Refer to our Clubs and Organizations Travel page for more information.
Mail and packages for organizations must be picked up within two weeks or they will be returned to the sender. The Center for Student Engagement’s Front Desk will email your club president when we have received a package for your club.
Our mailing address is:
1664 N Virginia St.
Mailstop 0058
Reno, NV 89557
Clubs that have completed the ASUN recognition process may request information about their Central Station account and are able to check out credit cards and make purchases. Off-campus bank accounts are prohibited pursuant to UAM 1060.
Visit the ASUN Get Funding webpage for more information about club support funding.
The SEAB is housed within the Center for Student Engagement. It is meant to serve University clubs, organizations and individual students in its capacities as both an advisory and advocacy board. It consists of representatives from various University departments and helps advise clubs on the best practices and policies for events.
For more information on SEAB, visit the SEAB page.
Almost all media available on Netflix, Hulu and other streaming services is for personal and non-commercial use only. Netflix's terms of service, for example, states that if a personal account (we are not aware of any that are not personal) is used to access any material shown in a public setting (including a classroom), it is in breach of the agreement and can lead to subscription cancellation and penalties if any laws are broken.
Fair use, which normally permits copyright-protected materials to be viewed for limited educational purposes, does not apply here since the violation is the terms of service and not of any copyright law. That said, it also does not apply here because film screenings or video streaming hosted by a club do not fall under fair use for education purposes.
Netflix's lone exception is for pre-approved "one-time only educational screenings" of documentaries. Details on what films are eligible to be viewed and when that can be done can be found at Netflix Help Center.
If student groups or faculty are interested in screening or streaming a film, please contact a vendor like Swank to purchase film rights to screen or stream a film.
You can also conduct a search on the University Libraries OneSearch database by searching "public performance rights" and limiting your search to "video recording" to see the DVDs with public performance rights that have been purchased by the Libraries.
Still have questions about whether you need to purchase licensing rights? Please review Swank's page on copyright law.
Events that are intended for and/or attended by children that are not University students must follow UAM 7002. This will require completion of the "Protection of Children Information Packet" by all University-affiliated students or volunteers. A background check or fingerprinting may be required and can be completed through University Police Department-Northern Command.
All events must adhere to the University’s sound policy (UAM 5440), including amplified and non-amplified sound.
All events are subject to the "Policy for Use of University Space" (UAM 5302). Please familiarize yourself with this policy.
If you are hosting an outside group, you must complete an Outside Sponsorship form that will be sent by the department managing your event’s venue.
Recognized student organizations can reserve spaces on campus by submitting an event form on Lounge. The Joe Crowley Student Union requires a separate JCSU reservation form, but students are still required to submit an event form on Lounge even if a JCSU reservation form is submitted. Contact their Event Management Office at csures@unr.edu or call (775) 784-6505.
Clubs that are holding events or meetings in classroom buildings over a weekend will need to schedule an appointment with the Scheduling Services office (call (775) 784-6837 or email scheduling@unr.edu) to pick up a building key.
Sanitizer and/or handwashing stations are required to be present when serving or cooking food.
Catered items need to be consumed within four hours of pick up. Food items must be discarded after four hours from being removed from a temperature-controlled environment.
Students may make baked goods at home. Gloves are required when serving and we recommend that you individually package the items before handing them out.
Students may not cook or serve potentially hazardous food items (see list below) unless they have someone who is certified as a food handler during the entirety of the cooking process or unless they receive special permission from SEAB and/or the state of Nevada. A food manager certification may be required by the SEAB board for larger scale events that may incur higher risk.
Potentially hazardous food items include the following:
- meat and poultry
- dairy products
- eggs
- cut fruits and vegetables
- fish and shellfish
- tofu or veggie items that require heat (e.g., veggie patties or cooked rice)
The ASUN Center for Student Engagement and/or SEAB board reserves the right to inspect, postpone, and/or cancel your event to ensure and enforce food safety protocols.
The CSE Assistant Director of Clubs & Orgs and the ASUN Club Commissioners are happy to meet with clubs via Zoom to answer any questions. Please reach out to your club commissioner or email us at directorco@asun.unr.edu.