Author: SUNY Fredonia

Checklist for Large Performance Events

Performer: ___________________________________
Performance Date: _____________________________
Performance Venue: ____________________________

Sponsoring Organization: ______________________________________
Chairperson’s Name:__________________________________________
Local Phone Number: ____________________________ Cell Number _______________________________

Checklist: Items to be completed
Venue and Date secured: __yes __no Appropriate funds available: __yes __no Account #____________________
Bid Letter accepted: __yes __no Contract & Technical rider received: __yes __no Date of approval: ___________
Entertainment Promoter Certificate required: __yes __no Date of filing: ________ Artist plans to sell merchandise __yes __no Please list merchandise to be sold: ________________________________________________________________
(For events taking place in Steele Hall or in Outdoor venues, the SA Business manager will complete and file the Entertainment Promoter Certificate. A fiscal report on the sale of merchandise will also be completed by the SA Business Manager after the event.)
Security: Security plan and performer background check completed and approved by University Police: Date: __________
Guest Policy completed and Ticket Office notified: Date _________________
Open only to students __yes __no
Open to students and their guests __yes __no (How may guests are each student permitted? ______________)
Open to other markets __yes __no Please list all market areas that you intend to advertise:
Hospitality: FSA catering __yes __no (All outside caterers require the approval of FSA)
Outside Caterer’s Name: _________________________ Appropriate Health Certificate filed with FSA: __yes __no
Lighting and Sound Production company contracted: __yes __no
Facilities Services: Fencing needed __yes __no * Trash cans __yes __no ___number * Custodial Services __yes __no
Electrician needed the day of the event: __yes __no Generator needed __yes __no How Many? ______
Committee Chairpersons
Production Chair: _____________________________________ Local or cell number: ____________________
Advertising/Ticket Chair: _______________________________ Local or cell number: ____________________
Security Chair: _______________________________________ Local or cell number: ____________________
Hospitality Chair: _____________________________________ Local or cell number: ____________________

LARGE PERFORMANCE EVENTS - REQUIRED SIGNATURES

The Campus Life Office will indicate the signatures required for approval. This form must be completed and returned to the Campus Life Office __________days in advance of the event.

Organization Advisor: ___________________________________________ Date ______________ Comments:
Student Association Business Manager: _____________________________ Date _______________ Comments:
Facilities Services Director: ______________________________________ Date _______________ Comments:
Faculty Student Association Representative: ______________________________ Date______________ Comments:
Chief of University Police: ______________________________________ Date __________ Comments:
Vice President for Student Affairs: __________________________ Date _________ Comments:
Athletics Facilities Manager: _________________________________ Date ____________ Comments:
Large Performance Event Approval:
Approved: _____ Not approved: _______
Comments:
Office of Campus Life ____________________________________ Date ____________

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