Event Management

The Department of Fraternity and Sorority Life believes that planning and managing safe and effective events is a shared responsibility. As a result of this shared responsibility the Department of Fraternity and Sorority Life will assist groups in completing an Event Notification Form, Risk Assessment Matrix, Third Party Vendor Checklist, reviewing risk management and mitigation strategies, and provide organizations with resources to effectively execute their Event Management Plan.

Event Registration Process 

Social Event Registration Process 

To register social events with the Department of Fraternity and Sorority Life, the process is outlined as follows:

1. Complete the Event Notification Form online, while attaching the Event Management Plan once completed.
2. Download and discuss the Event Management Plan and Risk Assessment Matrix with your chapter’s leadership. (Chapter Officers and Chapter Advisors)
3. .A Fraternity and Sorority Life staff member contact the organization within three business days of your submission if we are missing any documentation.
4. Organizations will be notified that their social event is properly registered with the department via our notification list system. (shared only with FSL Staff, FSL Advisors, and presidents) while also receiving updates
5. Please note – events will only be approved between the first day of classes and the last day of classes.

** If the event is to be held at a third-party venue please note that there is an additional requirement to complete the Third Party Vendor Checklist and return the completed packet to the Department of Fraternity and Sorority Life PRIOR to the event.

Greek Village Facility Reservation Request

Greek Village has a number of common area spaces available for meetings and events by request. Indoor and outdoor facility reservations are managed by the Department of Fraternity and Sorority Life. 

Requests must be reviewed and approved by the Department of Fraternity and Sorority Life before the event or meeting takes place.

Many new or re-opened indoor and outdoor spaces will be available during the 2023 – 2024 academic year. As spaces open for reservation, they will be outlined below and included on the Facility Reservation Request form.

Currently available facilities include:

• Stewardship Park (grassy field between Sigma Kappa and Lambda Chi Alpha)
• Greek Village Commons (grassy field across from Sigma Nu, Kappa Delta, Sigma Phi Epsilon, and Delta Gamma)
• Volleyball Court (across from Kappa Delta and Sigma Nu)
• Chapter Commons Dining (Chapter Commons 106)
• Greek Village Townhomes Multipurpose Room (Greek Village Townhomes 101)
• Greek Village Apartments Social Lounge (3rd floor)

Guidelines for submission, facility protocols, reservation cancellation information, and facility use regulations are outlined on the request form.

Risk Assessment

The first step to successful event planning is a comprehensive assessment of the risk involved in the event or activity. When planning an event the Chapter’s Leadership should use the risk assessment tool and consider risks in the following five categories:

• Physical risks involve harm or injuries to the physical body. Examples of student organization events might include injuries from physical activity, inclement weather, equipment or materials, food-related illnesses, alcohol consumption, dangerous travel conditions, medical emergencies, etc.
• Reputation risks apply to the reputation of the individual officers and members present, the reputation of the student organization, and the reputation of the university as a whole. Examples of reputation risks might include poor conduct or behavior at an event, a negative representation of the group, or hazing of members.
• Emotional risks pertain to the thoughts and feelings of the organization’s members, participants or attendees, and any other constituents of the event or activity. Examples might include hazing of members, lack of accessibility to the event, discrimination against constituents, controversy or disruption of the campus, adverse reactions of participants, sensitive subject matter, and the strain of planning the event.
• Financial risks involve both the budget for the specific event and the overall financial health of the student organization. Examples might include a lack of cost reduction where possible, poor budgeting, failure to meet fundraising goals, etc.
• Facilities risks include both the safety of the facilities used for your members/participants and the maintenance of the facilities used by your members/participants. Examples might include a lack of proper set-up or clean-up for the event, safety and security issues at your location, a lack of familiarity with the facilities and location, or the disruption of university facilities.

(adapted from Texas A&M University)

Social Events

The following types of social events require an Event Notification Form to be completed by sponsoring and any co-sponsoring organizations. The Event Notification form must be completed for these events regardless of the event location.

Event Type	Definition	Notification Timeline
Date Function	A social event with a guest list that includes only members of the host Chapter and one (1) guest per member. Examples include formals, date parties, and grab-a-dates. (Guest list = 2 x roster maximum, 25 minimum)	The sponsoring chapter must complete an Event Notification Form NO LATER than 3 BUSINESS DAYS before the scheduled event. (Example: If an event is scheduled for Friday evening the Event Notification Form must be completed on Thursday the week prior)
Mixer	A social event that occurs on an NC State Home Football Game weekend with an event location that is OUTSIDE of the Fraternity and Sorority tailgating area.	Co-sponsoring chapters must EACH complete an Event Notification Form NO LATER than 3 BUSINESS DAYS before the scheduled event.
Special Event Tailgate	The sponsoring chapter must complete an Event Notification Form no later than three (3) weeks before the scheduled event.	The sponsoring chapter must complete an Event Notification Form NO LATER than 3 BUSINESS DAYS before the scheduled event.
Party	A social event with a guest list of two (2) guests per member of the sponsoring chapter OR 300, whichever is smaller. (Guest list = 3 x sponsoring chapter’s roster if < 300 maximum, 25 minimum)	The sponsoring chapter must complete an Event Notification Form no later than three (3) weeks prior to the scheduled event.
Special Event	A social event with Alumni, Parents, or special circumstances. Special events are subject to the Social Event Rule for NC State University Fraternities and Sororities	Sponsoring or Co-Sponsoring Organizations should notify the Department of Fraternity and Sorority Life for assistance in planning Special Events. Notification must be completed NO LATER than 6 BUSINESS DAYS before the scheduled event.

Key Regulations and Policies

• NCSU REG04.20.01- Alcohol Regulation
• NCSU POL04.20.02 – Alcohol Policy

Training Series

To assist chapters with planning safe and successful events, Fraternity and Sorority Life has developed an event management training series. Group members must attend training each semester to maintain the ability to host an event. The training series includes:

Event Management Training

Required: Any organization that wants to host a social event with or without alcohol. Those who will serve as event monitors at social events are required to attend this session (10% of the chapter should attend and must register). The social policy asks for 50% of the membership to complete education.  The instructional video will be emailed once 10% complete in-person training. No social events will be approved until the completion of training.

Who: Presidents, Event Coordinators, and Risk Managers (if applicable)

When: Beginning of each semester or by request

Outcomes: As a result of attending the event management training, students will be able to:

• Apply NCSU event management guidelines to their planning process.
• Describe how to properly complete an Event Notification Form.
• Identify campus resources for planning an event.

Event Monitor Training

Required: Organizations planning to host social events at their Chapter House are required to have at least 50% of their members trained as Event Monitors. The social policy mandates that 50% of the membership complete this training. An instructional video will be emailed once 10% of the in-person training has been completed. Please note that no social events will be approved until all required training is completed.

Who: Any member(s) of an organization that will serve as the Event Monitor for a social event hosted by the respective Chapter.  Only trained event monitors will be able to host social events with alcohol. 

When: Beginning of each semester or by request

Outcomes: As a result of attending the Event Monitor training, students will be able to:

• Identify problematic behavior of guests at social events and determine appropriate responses.
• Explain the importance of following the Risk Management Plan of both the Chapter and Inter/National Organization
• Identify procedures within their organization’s event and risk management plan in case of an emergency
• Identify resources both on campus and in Raleigh that can provide assistance or care in emergencies

For additional information or support in Event Management please contact the Department of Fraternity and Sorority Life at 919-513-2910.