Event Registration

Event Registration is the process used to support Registered Student Organizations (RSOs) hosting safe and successful events.  Through this process, RSOs are connected with appropriate campus partners and/or local agencies to ensure they have covered all aspects of what is needed in relation to the event.

Completion of the Event Registration Submission does not mean that the event is permitted to take place. Rather, it puts the University on notice that a RSO desires to hold an event and allows staff in the Student Union to assist in connecting the group to departments whose input is required or who might need additional information prior to approval.

EVENTS AND EXTRACURRICULAR ACTIVITIES

Updated: 8/20/21

University departments and registered student organizations (RSOs) may arrange events, gatherings, and extracurricular activities. Arrangements should take into consideration the comfort-level of all attendees based upon their vaccination status. Please see the recommendations and guidelines below to assist you with your event planning.

• Effective immediately, the university will require face coverings in indoor public spaces on campus, regardless of vaccination status. This includes public office spaces, classrooms, conference rooms and other academic spaces like laboratories and libraries. Additionally, masks will be required while traversing public spaces in residence halls, dining facilities, the Student Union, Campus Recreation, and retail spaces. Masks will be required for extracurricular activities held in indoor on-campus spaces. Face coverings are not required when outdoors.
• Masks/face coverings are strongly encouraged for off campus, indoor events.
• Event organizers should encourage respect for those who choose to wear a mask. The university has produced signage that can serve as a resource, if needed.
• Event organizers should also take into account the structure of the event and the size of the venue in order to provide an opportunity for attendees (vaccinated and unvaccinated) to practice physical distancing to the extent possible.
• RSOs must submit their in-person events through The ForUM and must comply with the University of Mississippi’s event registration policy. RSOs must attend Fall 2021 RSO Orientation in order to register all events as well as to apply for Student Activity Fee funding from the Associated Student Body. RSOs may sign up for RSO Orientation here.
• University departments and academic units are encouraged to continue utilizing the ForUM (without any approvals) for student facing events.

Recommendations and Guidelines for Events and Extracurricular Activities

• Individuals who are unvaccinated should wear a mask and maintain social distance when indoors or outdoors.
• Physical distancing highly recommended for indoor events and extracurricular activities (Capacity of space should allow for 6 feet distancing or 3 feet distancing for classroom-style seated events)
• Food services recommended to be grab and go or served (not buffet style)
• List of attendees recommended to assist with potential contact tracing
• Transportation: Masks required per CDC guidance(vaccinated and unvaccinated individuals)

Vaccination against COVID-19 is the best mitigation strategy and highly encouraged for all members of the University community.

The university continues to follow guidelines for colleges and universities for COVID-19 isolation, quarantine and outbreak from the Mississippi State Department of Health (MSDH). In alignment with guidance from MSDH, fully vaccinated people who have been exposed to COVID-19 but remain asymptomatic are not required to quarantine after COVID-19 exposure.

Guiding Principles For Activities Based On CDC Guidance

• The more people an individual interacts with at a gathering and the longer that interaction lasts, the higher the potential risk of becoming infected with COVID-19 and COVID-19 spreading.
• The higher the level of community transmission in the area that the gathering is being held, the higher the risk of COVID-19 spreading during a gathering.
• Community mitigation strategies should be layered upon one another and used at the same time—with several layers of safeguards to reduce the spread of disease and lower the risk of another spike in cases and deaths. No one strategy is sufficient.
• Mitigation strategies can be scaled up or down, depending on the evolving local situation, and what is feasible, practical, and legal in a jurisdiction. Any signs of a cluster of new cases or a reemergence of broader community transmission should result in a re-evaluation of community mitigation strategies and a decision on whether and how mitigation might need to change.

How can I find out what events are occurring on campus?

• Explore events and organizations at The ForUM.
• Read The Powder Blue, the weekly student newsletter that provides helpful information, connection and campus happenings for all students.
• Follow the social feeds of Ole Miss Student Services and the Associated Student Body.
• Check out the university’s events calendar.

Questions?

• Registered Student Organizations (RSOs) can contact Will Takewell, Associate Director for the Ole Miss Student Union at wct@olemiss.edu or 662-915-1044 with questions.
• Academic and administrative units can contact Emily Ferris with the Events and Activities Task Force.

About Event Registration

What constitutes the need for an event to be registered?

If a RSO’s event meets any one (or more) of the following criteria, event registration with the Student Union is required:

• Alcoholic beverages will be present at the event (be sure to review the University’s Alcohol Policy Ole Miss Alcohol Policy pertaining to student organizations as well as local, state and federal laws pertaining to alcohol);
• More than 150 individuals are expected to be in attendance at the event;
• The event will be held outdoors;
• The event is open to off-campus guests; and/or
• The event will take place outside the Lafayette, Oxford, and University (LOU) area.

Failure to register an event that meets any of the above criteria will result in that RSO’s referral to the Office of Conflict Resolution & Student Conduct.

How to Submit an Event Registration

Those individuals granted access on behalf of a RSO can follow the following instructions to register an event on the University’s online student organization management system, The Forum:

• Visit olemiss.edu/forum
• Sign in using your Ole Miss web ID & password (top right corner)
• Select the black square in the top right corner of the page
  • Select “Manage”
• From this screen, select the organization that will be hosting the event
• Select the tool menu on the left corner of the screen
  • Select “Events”
• Create event & answer all required questions.

Student leaders must adhere to the following procedures in order to have their event registered with the Student Union.

A Note Regarding the Two Week (14 days) Deadline

Submission of the online event registration, requested feedback and/or approval from any University department or agency, and any other requested documentation must be provided to the Student Union a minimum of two weeks before the date of the event, not including the date of the event. The two weeks (14 days) also does not include holidays that fall on business days or days that the University is closed for unexpected reasons.

In order to adhere to this deadline, it is highly suggested that student leaders submit the submission for event registration well in advance of the two week deadline in order to have ample time to also submit any requested documentation or attend any required meetings.

I’ve Submitted an Event Registration Submission via the Forum. What’s next?

• Acknowledgement from the Student Union staff of next steps
  • If you do not have at the time of submission required documents (event monitors, venue contracts or reservation confirmations, bus contracts, etc.), you will be prompted to provide said documents to the appropriate staff member.
  • If you are requested to contact a department for support, permission, or a requested meeting (i.e. Parking & Transportation, Facilities Management, Landscape Services, etc.), you will be notified of contact that you must make.
    • Potential Points of contact include:
      • Amplified Sound: Bradley Baker, tbbaker@olemiss.edu
      • Facilities Management: Missy McCracken, lgmcracc@olemiss.edu
      • Landscape Services: Nathan Lazinsky, nlazinsk@olemiss.edu
      • On-Campus Venue: Carole Webb, clwebb2@olemiss.edu
      • Parking & Transportation: Beth Aldridge (ecaldrid@olemiss.edu)
      • Security Assessment: Bonita Gardner, 662-915-7234
  • Not only must the online submission be made 15 business days in advance of the event, but all required documentation must be provided and all required meetings be had.

Contracts

• When submitting the event registration submission, you will be asked to provide contracts or space reservation confirmations with any third-party company whose services you may be using.
• These contracts should be signed by a company representative (this is generally the owner/manager) and on company letterhead. All proof of reservations must include the date of the event and the time of the reservation.
• Additionally, if the venue is providing security, this must be included in the venue contract.

On-Campus Space Reservations

Feel free to utilize the following list of on-campus spaces available for RSO use. On-campus reservable spaces may change due to construction, class schedules, etc.  For this reason, there may be additional space options that are not included on this list.

Please note, simply because you have submitted a space reservation form to the appropriate party does not guarantee that your reservation request will be approved.

• Ole Miss Student Union:
  Space Reservations
  Phone: 662-915-7459
  Email: unionreservations@olemiss.edu
• Ole Miss Outreach:
  Outreach Reservation Request Form
  Phone: 662-915-7015
  Email: bookoutreach@olemiss.edu
• Campus Recreation:
  Facility Space Reservation Request
  Phone Number: 662-915-5591
  Email: campusrec@olemiss.edu
• Robert C. Khayat Law Center:
  Phone Number: 662-915-6906
• Student Housing:
  Reservable Space: Spaces inside the residence halls
  Phone Number: 662-915-7328
  Email: housing@olemiss.edu
• Ford Center:
  Reservable Space: Auditorium, Lobby, and Side Stage
  Phone Number: 662-915-2787
  Email: fordcent@olemiss.edu

Managing Division/Department	Space Name	Person Who Manages	Reservation Requests Available for:	Request Form/Website
Campus Recreation	OSC Intramural Fields 1-4 (25/field max capacity)	Jason Shirkey Phone Number: 662-915-5591 Email: campusrec@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Campus Recreation	Turner Center Basketball Court 1 (15 max capacity)	Jason Shirkey Phone Number: 662-915-5591 Email: campusrec@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Campus Recreation	Turner Center Studio 305 (14 max capacity)	Jason Shirkey Phone Number: 662-915-5591 Email: campusrec@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Campus Recreation	Turner Center Pool	Jason Shirkey Phone Number: 662-915-5591 Email: campusrec@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Campus Recreation	Turner Center Tennis Court (4/court max capacity)	Jason Shirkey Phone Number: 662-915-5591 Email: campusrec@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Campus Recreation	OSC Pavilion (25 max capacity)	Jason Shirkey Phone Number: 662-915-5591 Email: campusrec@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Campus Recreation	OSC Sand Volleyball courts (8/court max capacity)	Jason Shirkey Phone Number: 662-915-5591 Email: campusrec@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Division of Outreach	Oxford-UM Depot	Drew Windham Phone: 662-915-7015 Email: bookoutreach@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Division of Outreach	Jackson Avenue Center Main Event Center (MEC)	Drew Windham Phone: 662-915-7015 Email: bookoutreach@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Division of Outreach	Jackson Avenue Center (A)	Drew Windham Phone: 662-915-7015 Email: bookoutreach@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Division of Outreach	Jackson Avenue Center (B)	Drew Windham Phone: 662-915-7015 Email: bookoutreach@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Division of Outreach	Jackson Avenue Center Auditoriums (C)	Drew Windham Phone: 662-915-7015 Email: bookoutreach@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Division of Outreach	Jackson Avenue Center Atrium	Drew Windham Phone: 662-915-7015 Email: bookoutreach@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Division of Outreach	Jackson Avenue Center TEAL Training Room	Nadine Ramsey cnramsey@olemiss.edu	UM Departments	Click for more information or to reserve
Ford Center for the Performing Arts	Main Hall (cap- 188 single seats/ 25% family group)	Julia Aubrey Phone Number: 662-915-2787 Email: fordcent@olemiss.edu	External and UM Affiliated	Click for more information or to reserve
Ford Center for the Performing Arts	Studio Theatre (cap-20)	Julia Aubrey Phone Number: 662-915-2787 Email: fordcent@olemiss.edu	External and UM Affiliated	Click for more information or to reserve
Gertrude C. Ford Ole Miss Student Union	The Grove and Grove Stage	Carole Webb Phone: 662-915-7459 Email: unionreservations@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Lamar Hall - UM Writing and Rhetoric	Lamar Hall Meeting Room Reservations Spring Semester 4:00P - 9:00P Mondays - Thursdays (no reservations on Fridays, weekends, or holidays.) Classrooms for RSOs or classrooms for Study Sessions overseen by UM Instructors, as long as there are no class conflicts. No club study sessions (e.g. fraternity/sorority study sessions).	To reserve a space, please e-mail Glenn Schove at gschove@olemiss.edu or complete Google Doc requesting space, preferably 2 weeks before the event. Per existing Covid guidelines for RSOs, all meetings must also be registered through The ForUM.	RSOs & UM Departments	Click for more information or to reserve
Gertrude C. Ford Ole Miss Student Union	Lyceum Circle	Carole Webb Phone: 662-915-7459 Email: unionreservations@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Gertrude C. Ford Ole Miss Student Union	The Quad	Carole Webb Phone: 662-915-7459 Email: unionreservations@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Gertrude C. Ford Ole Miss Student Union	Student Union Ballroom	Carole Webb Phone: 662-915-7459 Email: unionreservations@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Gertrude C. Ford Ole Miss Student Union	Student Union Plaza	Carole Webb Phone: 662-915-7459 Email: unionreservations@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Gertrude C. Ford Ole Miss Student Union	Student Union Meeting Rooms	Carole Webb Phone: 662-915-7459 Email: unionreservations@olemiss.edu	RSOs & UM Departments	Click for more information or to reserve
Inn at Ole Miss	Gertrude C. Ford Ballrooms	Melissa Moffett mmoffett@alumni.olemiss.edu	External and UM-Affiliated	Click for more information
Inn at Ole Miss	McMillan Boardroom	Melissa Moffett mmoffett@alumni.olemiss.edu	External and UM-Affiliated	Click for more information
Inn at Ole Miss	McMillan Boardroom	Melissa Moffett mmoffett@alumni.olemiss.edu	External and UM-Affiliated	Click for more information
UM Libraries	Room 201 (Study Room)	Melissa Dennis mdennis@olemiss.edu	UM Credentials Required (Students, Staff and Faculty)	Click for more information or to reserve
UM Libraries	Room 212A (Study Room)	Melissa Dennis mdennis@olemiss.edu	UM Credentials Required (Students, Staff and Faculty)	Click for more information or to reserve
UM Libraries	Room 301 (Study Room)	Melissa Dennis mdennis@olemiss.edu	UM Credentials Required (Students, Staff and Faculty)	Click for more information or to reserve
UM Libraries	Room 302 (Study Room)	Melissa Dennis mdennis@olemiss.edu	UM Credentials Required (Students, Staff and Faculty)	Click for more information or to reserve
UM Libraries	STUDIOone Editing Suite	Melissa Dennis mdennis@olemiss.edu	UM Credentials Required (Students, Staff and Faculty)	Click for more information or to reserve
UM Libraries	STUDIOone Recording Studio	Melissa Dennis mdennis@olemiss.edu	UM Credentials Required (Students, Staff and Faculty)	Click for more information or to reserve.
Athletics (Case By Case Basis)	The Pavillion	Neal Mead nmead@olemiss.edu	UM-Affiliated	Click for more information

Off-Campus Venues

Some tips concerning off-campus venues:

• Please be sure to understand what the capacity is for the space and be sure to have that detail documented.
• If the venue is providing security, this fact must be included in the contract you provide the Student Union.
• RSOs utilizing third-parties should be confident in their understanding of contracting with third-parties. Some questions to consider:
  • Does the third-party have liability insurance?
  • What obligations will the RSO have regarding payment(s)?
  •  If traveling outside of LOU, is the RSO aware of the laws of this city and/or state of the venue?

Common Carrier Transportation (Busses)

Some tips concerning common carrier transportation venues:

• Be sure to understand what the capacity is for the vehicles and be sure to understand expectations of the provider.
• Verify the exact details regarding how many vehicles will be rented and the timing of that use is documented on the contract.

Security

The security agency must be bonded and approved by University Police as a licensed vendor. Students are responsible for communicating the name of their security company to UPD during their scheduled assessment. Failure to do this or communication of a company that differs from the one used in actuality may result in forfeiting the right to register events for the semester.

Verified Companies:

• Cobra Security: exp 8/7/2018
  • Wayne Mills, Owner
• Collegiate Security: exp 8/31/2018
  • Ken Eddy, Owner
• Velvet Hammer Security: exp 10/28/2018
  • Zach Clolinger, Manager
• Shaw Security: exp 10/2/2018
  • Delaney Shaw, Owner

• Wood & Wood Security: exp 1/11/2019
  • Patrick Wood, Owner
• Tyson & Tyson Security: exp 10/25/2018
  • Adam Tyson, Owner
• CNS Security: exp 9/5/2018
  • Chasity Wilburn, Owner

UPD Security Consultations

• When a Security Consultation with UPD is required, students should call 662-915-7234 and speak with Bonita Garner to schedule a consultation.
• Consultations are scheduled for 20 minute windows Monday – Friday from 8am – 7pm. UPD Security Consultations are unavailable on the Friday prior to any home football game. They are also unavailable until 12pm on the Mondays following home football games.  Note: UPD reserves the right to reschedule any consultation based on their availability. You will be notified if your consultation needs to be rescheduled.

Pending, Approved, Denied Submissions

• Pending
  • When your event application is labeled as “pending,” it means that it has been submitted to the Student Union.
  • The student who submitted the event registration submission, as well as the RSO’s president, should regularly check the event registration submission for instructions from not only the Student Union but other University departments.
• Approved
  • When your event registration submission is marked as “approved,” it means that all requested documentation has been provided and all required meetings have been had.
    • Note: Receipt of documentation is the responsibility of the student leaders/member of the organization. It is not the responsibility of the department or agency.
• Denied
  • When your event registration submission is marked as “denied” it means one of three things:
    • 1) That the student leader who submitted the submission failed to provide requested documentation by the stated deadline;
    • 2) That the form was not submitted within the required two week deadline; or
    • 3) That the event was cancelled by the student leader/student organization.

Forgiveness Policy & Additional Sanctions

Each RSO is afforded one missed deadline/late submission per academic semester. This will be documented by the Student Union. Any late submissions after an RSO’s one free semester pass is used will be denied.

Please note: Even if a RSO has paid significant money to reserve a space, hire security, book transportation, contract entertainment etc. an event may not take place if it has been denied by the Student Union.

If the event continues even after being denied, the RSO will be referred to the Office of Conflict Resolution & Student Conduct for hosting an unregistered event. Requests for approval of late registration will rarely be allowed.