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 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 [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 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 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 50 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: September 18, 2015