Staff working together at a table.

Faculty/Staff Event Request

Sponsoring Department or Faculty Information
The primary event organizer must attend the event.
Include name, title and contact information.
Event Information
Give a description of the program, activities, etc.
Example, Brescia staff, faculty, alumnae, etc.
Is this a multi-day event?*
If at Brescia, include the room number. For Example, St. James AUD.
Do you need to book a room at Brescia?*
Is your event fully accessible?*
For example, is there wheelchair access and accommodation for vision-impaired participants.
Incident Reporting 

Note: You must follow the Incident Reporting Protocol: Any incident that involves injury to a PERSON or DAMAGE TO PROPERTY must be reported to Health and Safety, Human Resources within 24 hours of occurrence by email to Elana Whelan.
I will follow the Incident Reporting Protocol above*
Is travel involved?*
Are you Arranging transportation?
Type of arranged transportation
For example, individual vehicles will be carpooled, etc.
Note: If you opt to take personal vehicles and travel with other members of the Brescia Community, the primary driver’s automobile insurance policy must have $1,000,000 liability coverage, inclusive of Bodily Injury and Property Damage, in order to comply with Brescia’s automobile insurance policy.

Additionally, you will be asked to send a copy of the travel agreement/waiver from a licensed commercial vehicle operator.
I understand and will comply with the insurance policy shown above.

Whether the event is being held on or off campus, you are required to follow the University’s policies regarding events involving alcohol: Brescia University College Alcohol Policy.
Is alcohol involved?*
If yes, indicate you have read Brescia's Alcohol Policy
Example: 1 free drink ticket for each participant, additional tickets available for $5.00 each (1 ticket=1 regular alcoholic beverage.
For example, participants who are 19+ will be wearing a bracelet.
Examples: Amount and type of food available for participants during event (i.e. a light snack of chips/nuts is higher risk than a more substantial snack of crackers and cheese); Type and strength of alcoholic beverage available for participants (i.e. extra strong/extra large drinks are higher risk than standard drink sizes)
Examples: Food will be available throughout the event, Non-alcoholic beverages will be available at a reasonable price, No extra strong/extra large drinks will be served, No more than two free drink tickets will be provided as part of the admission to the event, etc...
Sober Monitors: All events at which alcohol is present must have 1 Sober Monitor for every 25 people expected to attend. A sober monitor is any person who agrees to not drink at the event, be attentive, and direct any concerns regarding guests alcohol consumption to the event organizer. Please provide the required information based on the expected attendance at your event.
Designated Drivers: All events at which Alcohol is present must have 1 Designated Driver for every 75 people expected to attend. DD’s can also be Sober Monitors. Please provide the required information based on the expected attendance at your event.
Note: The event organizer must ensure that adequate security is in place to ensure that under age persons are not served and do not consume alcohol.
Include company name, address and contact information.
Community Relations
Is the event in (or near) a residential neighborhood?
Will there be amplified speeches or music?
Do you agree to follow London's Noise Bylaw?
Is food being served at this event?
Who is providing food service?
All events on campus other than bake sales must be catered by Brescia Food Services. An external caterer or food service may only be used for off-campus events.

Brescia Food Services catering requests are due 14 days prior to the event.

Please ensure that you provide your food service provider with participant’s food allergy information and dietary restrictions.

Additionally, you must follow the Middlesex London Health Unit’s ‘Preparing Food at Home’ Guidelines when preparing baked goods at home.

Event Organizer Comments
Please note any other concerns or questions you have that you would like to discuss with Event Review Committee members. We may be able to help you resolve event-related issues to ensure a successful event.
Event Agreement
Checking the box below verifies that all of the information on this form is correct, and and that you have read and agree to abide by all Brescia University College policies and the event planning guidelines.
If the person filling our this form is not the event organizer, please include your contact information below.