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The Gertrude C. Ford Ole Miss Student Union
The University of Mississippi

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: 1/14/22

As the university returns for the spring semester, we are in the midst of the Omicron variant surge. We encourage Registered Student Organizations and Campus Department to plan accordingly when hosting events and activities on campus and off-campus. It is highly encouraged for events, activities and meetings to be moved virtually as much as possible during the first few weeks of the semester. As we proceed into the semester, we expect to return to previous levels of activity.

The university continues to 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 are required while traversing public spaces in residence halls, dining facilities, fraternity and sorority house common areas, The Gertrude C. Ford Ole Miss Student Union, Campus Recreation, and retail spaces. Masks are required for extracurricular activities held in indoor on-campus spaces. Face coverings are not required when outdoors but social distancing is encouraged.

 

RSOs must submit their in-person events (all in-person meetings, programs, events and activities) through The ForUM and must comply with the University of Mississippi’sevent registration policy or by visiting https://union.olemiss.edu/about-event-registration/ 

Suggestions and Recommendations for Events and Extracurricular Activities

  • In-person events and activities are recommended to take place only if they have a clear and specific business or educational purpose.
  • All individuals must wear masks while indoors in a public or event space and maintain social distancing when indoors and outdoors. Please follow CDC guidelinesfor how to wear a mask so that masks can be as effective as possible.
  • Physical distancing is 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 service and other activities indoors that require removal of masks are not recommended.
  • List of attendees is recommended to assist with potential contact tracing.
  • Transportation: Masks required per CDC guidance(vaccinated and unvaccinated individuals) https://www.cdc.gov/coronavirus/2019-ncov/travelers/face-masks-public-transportation.html

Event Registration Checklist for RSOs:

  • Register your RSO’s event in The ForUM
  • Require masks for all attendees for indoor events and programs
  • Complete UPD consultation for events that require consultation
  • Identify your event monitors and make sure they have attended training

Covid-19 Recommendations for RSO Events and Activities:

  • Appropriate room set ups and physical distancing requirements identified
  • Provide masks to attendees who forget to bring a mask
  • Food service should be discouraged. If food is included, it should be limited to grab and go.
  • Provide masks and gloves to anyone working events
  • Set up separate entrance and exit doors
  • Release audience from the rows closest to the exit first, then row by row to minimize contact
  • Create one-way aisles/hallway lanes when necessary
  • Clean musical/tech gear in between acts/speakers
  • Clean rooms/equipment between sessions
  • Minimize contact with ticket entry/credential pick-up by setting all items out for individual pick-up
  • Clean equipment/tech surfaces between use
  • Add language to ticket confirmation/The ForUM RSVP to include your procedures
  • Communicate safety plan/expectations to attendees in advance
  • Implement participant tracking through The ForUM
  • Submit participant tracking information through The ForUM
  • Provide virtual options for attendees who are unable to attend your event or activity

For additional resources, visit: https://union.olemiss.edu/event-registration/ or email getinvolved@olemiss.edu.

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?

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.

Managing Division/DepartmentSpace NamePerson Who ManagesReservation Requests Available for:Request Form/Website
Campus RecreationOSC Intramural Fields 1-4 (25/field max capacity)Jason Shirkey Phone Number: 662-915-5591
Email: campusrec@olemiss.edu
RSOs & UM DepartmentsClick 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 DepartmentsClick 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 DepartmentsClick for more information or to reserve
Campus Recreation Turner Center PoolJason Shirkey Phone Number: 662-915-5591
Email: campusrec@olemiss.edu
RSOs & UM DepartmentsClick 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 DepartmentsClick 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 DepartmentsClick 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 DepartmentsClick for more information or to reserve
Division of OutreachOxford-UM DepotDrew Windham
Phone: 662-915-7015
Email: bookoutreach@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Division of OutreachJackson Avenue Center Main Event Center (MEC)Drew Windham
Phone: 662-915-7015
Email: bookoutreach@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Division of OutreachJackson Avenue Center (A)Drew Windham
Phone: 662-915-7015
Email: bookoutreach@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Division of OutreachJackson Avenue Center (B)Drew Windham
Phone: 662-915-7015
Email: bookoutreach@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Division of OutreachJackson Avenue Center Auditoriums (C)Drew Windham
Phone: 662-915-7015
Email: bookoutreach@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Division of OutreachJackson Avenue Center AtriumDrew Windham
Phone: 662-915-7015
Email: bookoutreach@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Division of OutreachJackson Avenue Center TEAL Training RoomNadine Ramsey cnramsey@olemiss.edu UM DepartmentsClick for more information or to reserve
Ford Center for the Performing ArtsMain Hall (cap- 188 single seats/ 25% family group)Julia Aubrey Phone Number: 662-915-2787
Email: fordcent@olemiss.edu
External and UM AffiliatedClick for more information or to reserve
Ford Center for the Performing ArtsStudio Theatre (cap-20)Julia Aubrey Phone Number: 662-915-2787
Email: fordcent@olemiss.edu
External and UM AffiliatedClick for more information or to reserve
Gertrude C. Ford Ole Miss Student UnionThe Grove and Grove StageCarole Webb Phone: 662-915-7459
Email: unionreservations@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Lamar Hall - UM Writing and RhetoricLamar 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 DepartmentsClick for more information or to reserve
Gertrude C. Ford Ole Miss Student UnionLyceum CircleCarole Webb Phone: 662-915-7459
Email: unionreservations@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Gertrude C. Ford Ole Miss Student UnionThe QuadCarole Webb Phone: 662-915-7459
Email: unionreservations@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Gertrude C. Ford Ole Miss Student UnionStudent Union BallroomCarole Webb Phone: 662-915-7459
Email: unionreservations@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Gertrude C. Ford Ole Miss Student UnionStudent Union PlazaCarole Webb Phone: 662-915-7459
Email: unionreservations@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Gertrude C. Ford Ole Miss Student UnionStudent Union Meeting Rooms Carole Webb Phone: 662-915-7459
Email: unionreservations@olemiss.edu
RSOs & UM DepartmentsClick for more information or to reserve
Inn at Ole MissGertrude C. Ford BallroomsMelissa Moffett mmoffett@alumni.olemiss.eduExternal and UM-AffiliatedClick for more information
Inn at Ole MissMcMillan BoardroomMelissa Moffett mmoffett@alumni.olemiss.eduExternal and UM-AffiliatedClick for more information
Inn at Ole MissMcMillan BoardroomMelissa Moffett mmoffett@alumni.olemiss.eduExternal and UM-AffiliatedClick for more information
UM LibrariesRoom 201 (Study Room)Melissa Dennis mdennis@olemiss.eduUM Credentials Required (Students, Staff and Faculty)Click for more information or to reserve
UM LibrariesRoom 212A (Study Room)Melissa Dennis mdennis@olemiss.eduUM Credentials Required (Students, Staff and Faculty)Click for more information or to reserve
UM LibrariesRoom 301 (Study Room)Melissa Dennis mdennis@olemiss.eduUM Credentials Required (Students, Staff and Faculty)Click for more information or to reserve
UM LibrariesRoom 302 (Study Room)Melissa Dennis mdennis@olemiss.eduUM Credentials Required (Students, Staff and Faculty)Click for more information or to reserve
UM LibrariesSTUDIOone Editing SuiteMelissa Dennis mdennis@olemiss.eduUM Credentials Required (Students, Staff and Faculty)Click for more information or to reserve
UM LibrariesSTUDIOone Recording StudioMelissa Dennis mdennis@olemiss.eduUM Credentials Required (Students, Staff and Faculty)Click for more information or to reserve.
Athletics (Case By Case Basis)The PavillionNeal Mead nmead@olemiss.eduUM-AffiliatedClick 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.