Wilson Commons Student Activities

Event Registration

Event Registration Process

The Event Registration Process helps student organizations plan successful, safe and organized activities. It allows students request services and create successful events.

Guides:

Where to register events

Event registration submissions are made by student organizations, not by individual students. Thus, students must log into Campus Club Connection (https://ccc.rochester.edu/) as an individual, and then select an organization which they are a part of, to create an event registration submission. More specifically,

Go to https://ccc.rochester.edu/

Under the top, dark blue banner, click “My Shortcuts” and then select the organization with which you want to register the event

On the left hand side, click on “Events”

Toward the right hand side at the top, click “Create Event”

Do I need to register my event?

You will need to register your event if it fits any of the following criteria:

  • Any on campus event at which attendance will exceed 100 people.
  • Any on campus event that requires significant University resources, (e.g., services supplied by Facilities, Event and Classroom Management, Public Safety, or Sanitarian). For example, concerts, speakers, etc. This includes events that will be held in the following spaces: Upper Strong, Lower Strong, Spurrier Dance Studio, Douglass Dining Hall, Wilson Commons Hirst Lounge, Wilson Commons May Room, Palestra, and Field House.
  • If registration is required by the Alcohol and Other Drugs Policy. (Please see the Standards of Student Conduct for more information.)
  • All on or off-campus events/functions that involve alcohol and meet any one or more of the criteria below must be registered through the event registration process:
  • More than 75 people are expected to be present at any one time, OR
  • Use of a common container of alcohol or distilled spirits by a licensed third party vendor is requested. (Use of common containers of alcohol or distilled spirits, other than that by a licensed third party vendor, is prohibited at all events/functions.) OR
  • The event is organized by University of Rochester students and is advertised or promoted to University of Rochester students in any manner, including advertisement and/or promotion through online social networks.
  • Any on- or off-campus event at which money will be collected (including but not limited to events with tickets, fundraisers, and raffles).
  • Any on campus conference hosted by a student group.
  • Any on campus event at which more than 20% of the audience and/or participants is expected to be non-U of R community members (conferences included).
  • Any on campus event that involves working with a non-U of R organization, such as co-sponsors or guests.
  • Any on- or off-campus event involving minors and children (not including University students who are minors).

How do I register my event?

First:

  • Schedule a meeting with your advisor to discuss your plan. Please refer to all of the policies regarding event registration linked at the top of the page. 

After meeting with your advisor:

  • Submit your registration request through the CCC. Your advisor will deny your registration request if it is not within the established time frame below.
  • Based on the nature of your event, your advisor will add the necessary reviewers from various offices at the University that you will need to support the event (e.g. Event and Classroom Management, Facilities, Public Safety). Any requests that will be asked of you will be made through the CCC. You will need to respond to these requests through the CCC.

After you have responded to all event reviewer requests, or, your submission has been reviewed by the Event Registration Review Committee:

  • Your event will be approved.

    At least 2 business days before the event:

    • If having an event with alcohol, pick up SWARM pinnies from UHS.If Public Safety Officers are assigned to your event, check in with University Public Safety to discuss details of your event.

      When do I need to begin to register my event?

      event reg

      Service Provider Information

      Event and Classroom Management

      Lynn Stork, Event Support Manager
      lynn.stork@rochester.edu
      585-275-2333

      Facilities

      Dave Butterbaugh, Special Events Manager
      dbutterbaugh@facilities.rochester.edu
      585-273-5501 

      Kimberley Taylor, Service Coordinator
      ktaylor@facilities.rochester.edu
      585-276-4160

      Public Safety

      Dana Perrin, Asst. Director, RC/ESM Campuses
      dperrin@ur.rochester.edu
      585-275-5221

      Sanitarian (EHS) Peter Castronovo, Senior Sanitarian
      pcastronovo@safety.rochester.edu
      585-275-3242
      Douglass Dining Hall Vacant
      Goergen Athletic Center

      Jane Possee, Assoc. Director, Recreation

      jane.possee@rochester.edu

      585-275-6914

      Wilson Commons

      Michael Dedes, Wilson Commons Services Coordinator

      mdedes@ur.rochester.edu

      585-273-1475

      Location Information:

      Have questions about how to register your event? Contact your group advisor (the staff member from WCSA, FSA, RCCL, Residential Life or the Chapel who works with your group).

      joy.kimmel@rochester.edu

Questions?

Phone: (585) 275-9390
Fax: (585) 273-5306
Email: wcsa@rochester.edu

Mailing Address:
201 Wilson Commons
University of Rochester
PO Box 270281
Rochester, NY 14627

ODOS

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