Categories of Events

An event becomes categorized through an evaluation of its needs. Categories include:

Number of people expected to attend
Auburn University-only participants
Non-Auburn participants
Participants under the age of 18
Event requires catering
Event requires specific facility setup and equipment
Event will charge admission or registration fees
Event requires parking

1. Level 1 Events

General meetings do not require activity authorization unless you are selling something.

2. Level 2 Events
The event has one or more of the following criteria:

50 or fewer people
Attendance: Auburn University staff, faculty, and/or students
No food or beverages unless self-catered
No facility or grounds setup (use room or grounds "as is")
Standard, in-room audio/visual equipment used
No use of utilities (electric, water, etc.) needed for outside event
No special or additional parking needed

Level 2 events include but are not limited to the following types: Informational, organizational, or educational meetings or events; displays; artwork displays; etc. All level 2 events will need authorization at least 15 business days before the event. These are the steps on how to receive authorization:

Contact the department or building supervisor to reserve the room or area you plan to use.
Fill out an Event Request Form [link to online request form] with your adviser or departmental supervisor.
Receive written confirmation of your event being approved.
Ensure the level of your event based on its risk factor.
Maintain a signed copy of the Event Request Form Confirmation, which will serve as a record of your event's approval.

3. Level 3 Events
The event has one or more of the following criteria:

Up to 150 people
Attendance includes off-campus guests
Costs to attend
Requires catering
Serves alcohol
Requires room setup
Requires AV equipment other than standard in the room
Requires use of utilities (electric, water, etc.) for outside event
Requires tents, displays, or other structures on campus grounds
Plans include recreational events or events with physical activities
Events held after 10 p.m. or before 5 a.m.
No special or additional parking needed

Level 3 events include but are not limited to the following: recreational events, events with food, fundraisers, conferences, fairs, etc. Level 3 events will need authorization at least 20 business days before the event. These are the steps on how to receive authorization:

Contact the department or building supervisor to reserve the room or area you plan to use.
Fill out an Event Request Form with your adviser or departmental supervisor.
Receive written confirmation of your event being approved.
Ensure the level of your event based on its risk factor.
Maintain a signed copy of the Event Request Form Confirmation, which will serve as a record of your event's approval.
The Event Management Committee will consult with you in regards to your organization potentially needing to follow the level 4 process.

4. Level 4 Events
The event has one or more of the following criteria:

More than 150 people
Attendance includes off-campus guests
Costs to attend
Requires catering
Serves alcohol
Requires room setup
Requires AV equipment other than standard in the room
Event advertised off campus or expected to bring a large number of people from off campus
Attendance includes youth under 18
Plans include contracted bands or performers
Plans include inflatables/bounce houses
Plans include fireworks
Plans include recreational events or events with physical activities
Events held after 10 p.m. or before 5 a.m.
Requires use of utilities (electric, water, etc.) for outside event
Requires use of tents, displays, or other structures on campus grounds
May be city noise-ordinance issues
Large numbers of parking spots needed

Level 4 events include but are not limited to the following: concerts/dances, fireworks events, rallies/speeches, road races, parades, overnight events, fairs, etc. Level 4 events will need authorization at least 30 business days before the event. These are the steps on how to receive authorization:

Contact the department or building supervisor to reserve the room or area you plan to use.
Fill out an Event Request Form with your adviser or departmental supervisor.
Receive written confirmation of your event being approved.
Ensure the level of your event based on its risk factor.
Maintain a signed copy of the Event Request Form Confirmation, which will serve as a record of your event's approval.
The Event Management Committee will consult with you in regards to your organization following the level 4 process.

Last Updated: Dec. 2, 2011