Tier 1 Event Requests ( 10 college business days ) Classroom Requests . Requests must be completed on the Ad-Astra Site by Student Engagement on behalf of student organizations . Those requests will go to the Campus Provost ’ s Administrative Assistant or designee to reserve classrooms on campus . When making these requests , list the organization ’ s preferred room , and any secondary room request listed , and special requests ( no tables , no desks , only rectangular tables ) in the event request . Please add 10 minutes before and after the desired meeting time when submitting the request . [ GD ( LOCAL )]
Campus Common Space Requests . Requests to use a large , common space ( indoor Atrium , conference centers , or outdoors ) must be completed on the Ad-Astra Site by Student Engagement on behalf of student organizations . The request form will automatically go to Conference Services . Conference Services will review the request and forward to the Campus Provost ’ s for approval .
Tier 1 Event Notes : Before processing fundraising events , Student Engagement will notify groups of simultaneously occurring activities should the group want to change their date .
Tier 2 / 3 Event Requests ( Tier 2 : 15 college business days / Tier 3 : 20 college business days )
Large Campus Event or Campus Common Area Request ( Tier 2 ). Large campus events are those with 50 or more attendees and campus common areas are atriums , tabling spaces , conference centers , and outdoors . Event requests should be submitted a minimum of 15 college business days prior to the event date .
• These requests will need to use the Conference Services link : https :// www . aaiscloud . com / CollinCollege / events / EventReqForm . aspx ? id = 865c4de5-a420-4a53-a654- dcf345258074 & returnURL =# viewmode % 3Dedit
• Requests for approval will be processed through Conference Services ’ Ad Astra form for the use of large common spaces ( indoors and outdoors ) and must be in no later than ten college business days in advance .
• If there are events with over 150 attendees , political or guest speakers , potential media coverage , etc . please make sure that the Campus Provost , Vice President of Student and Enrollment Services , and Associate Dean of Student and Enrollment Services ( for Student Engagement ) are aware .
INDOOR TABLING EVENTS
When hosting indoor tabling events , organizations are reminded to not obstruct or restrain the passage of persons in an exit , entrance , or hallway of a building per FLB ( LEGAL ). Organizations must request a table and location a minimum of 10 college business days in advance in accordance with Tier 1 Event Requests . Final approvals will come from the Conference Services Department and are subject to space availability .
OUTDOOR TABLING EVENTS
When hosting outdoor tabling events , organizations must follow Board policy GD LOCAL and ensure that their proposed activity will not disturb the regular academic programs , other planned activities , or other operations of the College District . Organizations must request a table and outdoor location a minimum of 10 college business days in advance in accordance with Tier 1 Event Requests . Final approvals will come from the Conference Services Department and are subject to space availability .
If food will be distributed , organizations must use items are store-packaged or prepared by a licensed food establishment or commercial kitchen for safety-related reasons . Items should be individually wrapped or disposable plastic food gloves need to be used to handle the food when serving . Food items that contain major food allergens ( such as wheat , peanuts , tree nuts , and fish ) need to be appropriately identified .
OFF-CAMPUS EVENT WITHIN 25 miles of CHEC ( Tier 2 with Travel ).
Event requests should be submitted a minimum of 15 college business days prior to the event date . The advisor is responsible for communicating with their supervisors for approval to participate in off-campus events . A ratio of nine ( 9 ) students to one ( 1 ) approved advisor must be maintained . The Vice President of Student and Enrollment Services may approve any exceptions . If the event is less than 25 miles from CHEC , student organizations are allowed to use personal vehicles to attend the event .
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