Last update : 6 March 2025
Events Assistance Terms & Conditions
This guide is designed to provide all necessary information and processes related to venue/location approval, student activity endorsements, digital innovation assistance, and event preparation.
1. Venue/Location Approval
Process Overview
Before hosting an event, the venue or location must be approved by the appropriate custodian. Depending on the location of the event, the approval authority may differ.
Property Management & Maintenance Division (PMMD): For venues managed by the property or facilities management team.
Centre for Academic Excellence (CAdEx): For academic or specialized event venues.
Steps to Get Approval
Identify the Venue: Determine where your event will take place.
Submit Request: Reach out to the respective custodian (PMMD or CAdEx) for approval.
Receive Confirmation: Once approved, you will receive confirmation to proceed with further event planning.
2. Endorsement of Student Activities
Process Overview
All student activities must be endorsed by relevant parties to ensure compliance with organizational guidelines.
Required Approvals
Club/Society Advisor: Every student activity must be endorsed by the club or society advisor (a UTP staff member).
Centre for Student Development (CSD): The activity must also be approved by the CSD to ensure alignment with student development goals.
3. Submission Requirements for DigIT Assistance
Process Overview
To request assistance from the Digital Innovation & Technology (DigIT) department, certain documents must be submitted for processing. These documents ensure that DigIT can provide the necessary IT/AV support for your event.
Required Documents:
Request for Events Form (RFE): The RFE must be approved by the Corporate Communication (CCD) for both venue and event approval.
Event Flow: A proposed event schedule outlining key timings and activities.
Venue Sketch: A sketch detailing the arrangement of IT/AV equipment in the venue (e.g., projector, microphones, seating arrangement, etc.).
Note:
Incomplete Submissions: DigIT reserves the right to reject any event assistance requests that are missing the required documents or necessary endorsements from relevant parties.
4. Advance Request Timeline
Process Overview
To ensure adequate preparation and availability of IT/AV equipment, all event requests must be submitted well in advance.
Request Timeline
Minimum Notice: All event requests must be submitted at least 5 working days before the scheduled event date.
Review & Approval: Requests will be processed and approved based on equipment availability and internal scheduling.
5. Rehearsal Sessions
Process Overview
If your event requires a rehearsal session, you can schedule this in advance. Rehearsals help ensure that all technical and logistical aspects are tested before the actual event.
Rehearsal Scheduling
When: Rehearsals will be scheduled 1 day prior to the event during regular working hours.
Subject to Availability: Rehearsals are contingent on the availability of IT/AV resources and venue scheduling.
Contact Information
For any further inquiries or clarifications, please contact the following departments:
Venue Approval: Property Management & Maintenance Division (PMMD) or Centre for Academic Excellence (CAdEx)
Student Activity Endorsement: Centre for Student Development (CSD)
DigIT Assistance: Digital Innovation & Technology (DigIT)
Corporate Communication (CCD): For event and venue approval
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