• Banner of FIT Events Management Space Use and Event Approval Form

  • Deadlines

    Minimum 14 business days or more prior to event date:

    • Submit event reservation on 25Live Pro
    • Schedule and hold pre-producation meeting (PPM)
    • Submit Aramark Catering Order

    Minimum 10 business days or more prior to event date:

    • Submit final resource revisions
    • Submit Event Revision/Cancellation
    • Complete approval form
    • Confirm diagram(s)

    Instructions

    1. Create your event draft in 25Live Pro.
    2. Attend a pre-production meeting (PPM) to discuss event resources.
    3. After your pre-production meeting, enter the projected expenses provided by the Events Management team and submit this form.
    4. Once submitted, the form will be forwarded to the department chairperson and VP or designee for approval.
    5. You will receive a final and endorsed copy only after both the chairperson and VP, or their designee, have provided their endorsements.

    Please note that if additional charges are determined as a result of the pre-production meeting or subsequent meetings, the event scheduler is responsible for updating their divisional vice president or departmental designee.

    Also note that cancellations within a 10-day window may result in incurred costs.

  • FIT Event, Services and Resources

  • Have you entered your reservation into 25Live?*
  • Do you require services?*

  • Event services and resources may include: A lighting technician, security personnel, services from buildings and grounds, audio visual technician(s) or other event services.

  • Have you had a pre-production meeting yet?*

  • ** You must reserve a space in 25Live Pro **

    You're unable to move forward because you have not completed step one of this process: You must Reserve a Space in 25Live Pro and add your event details.

    Event Reference Number: A valid event reference number is required before you're able to move forward with this space use and event approval form.

    • If your event reference number is not valid, your form will be rejected within workflow.
    • You will then be required to resubmit this form and provide a valid event reference number.

  • ** Your event requires services **

    You're unable to move forward because you have not had a pre-production meeting with Events Management. Details regarding event services, resources and their costs will be discussed during your scheduled pre-production meeting.

    Additional information: Audio Visual (A/V) resources are not secured until after you've had a Pre-Production Meeting (PPM) and you receive a scope of work from the A/V team.

    Next Steps:

    Book a Pre-production Meeting (PPM)

    Review Events Management webpage

  • Pre-Planning for Event Services and Resources

  • ** You've already had a pre-production meeting **

    Prepare to provide your estimated cost:

    In the section below, please provide the services you will require and their estimated cost as discussed during your pre-production meeting (PPM) with Events Management.

    Review the cost sheet for event services:

    Event Services Cost Sheet

  • Audio/Visual (AV) Media Services

    Select "Yes" if you intend to use audio/visual equipment and if you believe the equipment already exists in the venue. Select "No" when not using any audio/visual technology.
  • Will you need AV equipment?*
  • Will you need a dedicated AV technician during the entire event?*
  • Will you need an AV technician only to help you get started?*

  • Lighting

    Responding 'Yes' to the resource below may incur additional costs. Weekend events will incur overtime costs. Lighting is also required in all theater spaces.
  • Will you need special lighting?*

  • Security

    Responding 'Yes' to resource below may incur additional costs. Weekend events will incur overtime costs. Security is also required if your event is open to the public.
  • Will you need security officers?*

  • Buildings and Grounds

    Responding 'Yes' to the resource below may incur additional costs. Weekend events will incur overtime costs.
  • Will you need a dedicated custodian or electrician?*

  • Requestor Information

  • Format: (217) 217-0000.

  • This form will be forwarded to the email addresses you provide below for each approver's endorsement of the Space Use and Event Approval form entry.

  • Event Details

  • Event Start Date and Time*
     / /
    2 digit month, 2 digit day, 4 digit year
  • Event End Date and Time*
     / /
    2 digit month, 2 digit day, 4 digit year
  • Event Type*

  • Planning on Aramark catering services?

    Responding 'Yes' to any of the resources below will incur additional costs to your designated departmental cost center.

  • Answering 'Yes' to any one of the questions below, will require that you submit an official request directly with Aramark via the Aramark Order Form.

  • Will you need catering?*
  • Will you need linens/tablecloths?*
  • Will you be serving alcohol?*

  • ** You selected 'Yes' to one of the questions above **

    Submit an Official Request to Aramark:

    via the Aramark Order Form.

    Calling or emailing Aramark with your requests creates additional steps for the Aramark staff. By contrast, submitting the online form will streamline your request and significantly reduce the manual effort and labor required on the backend to finalize your order(s).

  • Optional Assets

    Uploading relevant images and diagrams from previous events can help us better understand your needs and ensure a successful event.
  • Browse Files
    Drag and drop files here
    Choose a file
    Cancelof
  • Browse Files
    Drag and drop files here
    Choose a file
    Cancelof

  • Post Form Submission

    After submission, this form will be forwarded to the:

    • Department chairperson and
    • The Divisional VP or designee

    Please be sure you have provided the correct email addresses for the designees above. You will receive a final copy of this form as soon as it is endorsed by the divisional VP or designee.

  • Should be Empty: