External Guest Event Procedures

Learn how to get started with your event or event idea!

External Event Procedures

This procedure is for groups who are NOT affiliated with NAU and want to host an event on university campus.

1. Submit an Campus Event Form online
2. Your request is reviewed by the Campus Events office, to determine the scope of the event and to review your “Event Checklist,” which typically contains the following information:
   • Space reservation – choosing an appropriate location reserving the space
   • Space setup, staffing needs, and general event details
   • Facility Use Agreement – including your Certificate of Insurance approval
     • Note that use of NAU facilities for Major Events may require, in the University’s sole judgement, additional multi-departmental review and approvals and/or resources. The User will be responsible to pay any cost associated with additional resources. 
   • Additional equipment – stage decks, specific tables, podiums, etc.
   • External Vendors – the Campus Events office will need to review all external vendors
   • Facility Services needs – custodial, grounds, etc.
   • Parking/Transit support needs
3. Prior to your event, the Campus Events office will arrange a time for a walk-through of your reserved space to ensure all the event details are as you have requested.
4. Once finalized, payment will be required prior to the event.
   • Payments can be made in-person or over the phone (cash, check, and credit cards are accepted)
5. On the day of your event, there will be Campus Events staff available to answer any questions or help make setup changes
6. After the event is over, the Campus Events office will send out an invoice for any outstanding payments or additional necessary follow-up.