Facility Request Form

Our event planners are looking forward to making your event a memorable and successful one for you and your attendees. To enable us to learn more about your event, please take a moment to fill out the event request form below. This will provide us a summary of your needs and allow us to research the availability or RIT facilities and services that meet your requirements. Once we review the information provided, and if we deem RIT has the facilities and services to accommodate your event, we will send you a Facility Use and Service Contract and request a non-refundable deposit.

Applicant Details

Event Title *

Name of Organization *

Applicant Name *

Title *

Address *

City *

State *

Zip *

Phone *

Cell

Fax

Email *

Organization Website

Event Website

Detailed Description of Event*

Please describe the purpose of the event and provide an agenda. Please make sure to include all activities.

Description *

Event Agenda

(please upload if you have one)
Files must be less than 800 bytes.
Allowed file types: txt pdf doc docx.

Admission

(Check One)

Ticketed/Invitation *

Ticketed

Invitation Only

Campus Only

Open to Public

Is there a fee? *

Yes

If so, how much? $

Minimum Attendance *

Maximum Attendance *

Who will attend? *

How is this event going to be publicized? *

Schedule

Date *

Month

Day

Year

Set up timeframe *

Event timeframe *

Tear Down timeframe *

Date 2

Month

Day

Year

Set Up Hours

Event Hours

Tear Down Hours

Date 3

Month

Day

Year

Set Up Hours

Event Hours

Tear Down Hours

Date 4

Month

Day

Year

Set Up Hours

Event Hours

Tear Down Hours

Are your dates flexible?

Yes

If so, please provide an alternate date(s)

Month

Day

Year

If so, please provide an alternate date(s)

Month

Day

Year

If so, please provide an alternate date(s)

Month

Day

Year

If so, please provide an alternate date(s)

Month

Day

Year

Facilities Requested

Classroom Request Details

Classroom(s) Needed

Number of classrooms needed

Type of activity taking place

Room Capacity

Number of people per room

Room Set-up

Number of extra tables for displays/event materials

Number Table(s) topped with top piece of linen

Number of Table(s) skirted with linen

Number of Extra chairs

Number of Coat racks

Other

Conference Room Request Details

Conference Rooms(s) Needed

Number of conference rooms needed

Type of activity taking place

Room Capacity

Number of people per room

Room Set-up

Conference Room Style (please check all that apply)

Classroom style (tables & chairs)

Theatre/lecture style (rows of chairs)

U-Shape style (tables & chairs)

Exhibit space style (tables and chairs)

Number of tables

Number Table(s) topped with top piece of linen

Number of Table(s) skirted with linen

Number of Extra chairs

Number of Coat racks

Other

Auditorium/Lecture Hall Details

Auditorium/Lecture Hall Needed

Auditorium/Lecture Hall(s) Needed

Number of auditoriums/lecture halls needed

Type of activity taking place

Room Capacity

Number of people per room

Room Set-up

Number of extra tables for displays/event materials

Number Table(s) topped with top piece of linen

Number of Table(s) skirted with linen

Number of Extra chairs

Number of Coat racks

Cafeteria Request Details

Cafeteria(s) Needed

Number of cafeterias needed

Type of activity taking place

Room Capacity

Number of people per room

Room Set-up

Cafeteria Style (please check all that apply)

Classroom style (tables & chairs)

U-Shape style (tables & chairs)

Exhibit space style (tables and chairs)

Other

If Other, please specify

Number of tables

Number Table(s) topped with top piece of linen

Number of Table(s) skirted with linen

Number of chairs

Number of Coat racks

Gym Request Details

Gym(s) Needed

Number of gyms needed

Type of activity taking place

Room Capacity

Number of people per room

Room Set-up

Gym Style (please check all that apply)

Classroom style (tables & chairs)

Theatre/lecture style (rows of chairs)

U-Shape style (tables & chairs)

Exhibit space style (tables and chairs)

Other

If Other, please specify

Number of tables

Number Table(s) topped with top piece of linen

Number of Table(s) skirted with linen

Number of chairs

Number of Coat racks

Aquatic Center Request Details

Aquatic Center Needed

Type of activity taking place

Room Capacity

Number of people

Room Set-up

Aquatic Center Style

Lap pool

Recreation pool

Diving well

Describe needs

Athletic Field Request Details

Athetic Field(s) Needed

Number of athletic fields needed

Type of activity taking place

Room Capacity

Number of people

Describe needs

Computer Lab Request Details

Computer Lab(s) Needed

Number of labs needed

Type of activity taking place

Room Capacity

Number of people per room

Describe software requirements

Room Set-up

Describe needs

Other Request Details

Other Room(s) Needed

Number of rooms needed

Type of activity taking place

Room Capacity

Number of people per room

Describe needs

Room Set-up

Number of tables

Number Table(s) topped with top piece of linen

Number of Table(s) skirted with linen

Number of chairs

Number of Coat racks

Please provide any other specific details about the set-up of the space you require to assist us with helping you

If you have a room diagram(s) for reference please attach it. (Images or pdfs only)

Files must be less than 2.93 KB.
Allowed file types: gif jpg png pdf.

Audio/Visual Equipment Requests

A movie will be shown during the event *

Presenters and/or attendees will need internet service *

Presenters and/or attendees will require special networking accommodations *

Food Service

Will you require dining hall food service? *

Will you require catered meals by RIT Brick City Catering? *

Will you use an outside caterer? *

Will alcohol be served? *

Click here to view RIT's Alcohol and Catering Policy

Click here to view RIT's Brick City Catering Menu

Please describe your food needs (i.e. meal timeframes, menus, etc.) *

Parking/Signage Requests

Number of Cars Expected *

Handicap Spaces *

Reserved Spaces *

I need parking directional signage for attendees *

I need internal directional signage for attendees *

Public Safety Requests

Do you plan to handle cash, checks and/or credit card transactions on campus during your event? *

Do you plan to conduct a raffle in which people will purchase tickets for prizes? *

Do you have any specific security needs? *

If yes, please explain.

Residence Halls (Summer Conferences Only)

Overnight accommodations *

Total number of persons to be housed

# Male

# Female

Chaperone/student ratio

Room Type Preferences

Check all that apply

Linen Service

Linen Required

No Linen Required (Guests will bring their own)

Arrival Date

Month

Day

Year

Departure Date

Month

Day

Year

Check-In Timeframe

Check-Out Timeframe

Will there be any early arrivals

Will there be any late departures

Early Arrival Check-In Date

Month

Day

Year

Late Departure Check-Out Date

Month

Day

Year

Early Arrival Check-In Timeframe

Late Departure Check-Out Timeframe

Event History

Where has this event been held in the past? *

RIT Affiliation (if any)

References

Please provide us with two references.

Name

Reference 2 Name

Address

Reference 2 Address

Phone

Reference 2 Phone

Leave this field blank

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Applicant Details

Detailed Description of Event*

Admission

Schedule

Facilities Requested

Audio/Visual Equipment Requests

Food Service

Parking/Signage Requests

Public Safety Requests

Residence Halls (Summer Conferences Only)

Event History

References