EVENT APPLICATION AND TABLING REQUESTS

policies and procedures

TThe Office of Student Affairs oversees room reservations, scheduling, and general logistics for student organization events (on- and off- campus). To be officially considered, event requests must be submitted through this form— requests made via email, phone, or in-person meetings will not be accepted nor responded to. This process ensures fairness for all students and prevents undue influence. For additional details, please refer to the cover page of the application.

This application is intended for active student organizations at the University of the District of Columbia, David A. Clarke School of Law or Bar Prep companies with current UDC Law Student Reps only. All other student organizations or outside parties should contact the University of the District of Columbia's Office of Space and Events Management at udcscheduling@udc.edu.

The Office of Student Affairs must receive this form at least 21 business days before the event date. For general body meetings, this form should be submitted 1 week in advance. 

Questions: Please visit the Office of Student Affairs (OSA) on the 4th Floor East-Wing or call OSA at (202) 274-7360. 

Event Review Steps

The Office of Student Affairs, in partnership with the Student Bar Association, is committed to helping student organizations host impactful and well-organized events. To support your success, we require event planning to begin at least 21 business days in advance. This timeline allows ample time for space reservations, event planning, and effective promotion to maximize engagement within the student community.

Step 1: Submit Event Request Form at least 21 business days before your event.

  • If the event is off-campus or involves alcohol, a meeting with Dean Brookes is required before event application is approved.

  • A flyer must be uploaded to every event request. It is recommended not include any room locations on flyer as this may change due to space availability.

Step 2: Meet with applicable Law School Offices/Departments

LAW SCHOOL OFFICES/DEPARTMENTS THAT MAY REQUIRE A MEETING:

For Marketing and Communications
Mr. Landrum Beard, Director of Advancement
Office of Intuitional Advancement

For Alumni Involvement
Ms. Daria Powell, Associate Director of Alumni Relations
Office of Intuitional Advancement

For Employers Involvement
Ms. Jennifer Breaux, Director of Career and Professional Development
Office of Career and Professional Development

For Finance and Parking
Ms. Osamuyimen Idehen, Director of Finance and Administration
Office of Finance and Administration

For Information Technology Services
Mr. Lewis Perry, IT Network Administrator
Information Technology Department

For Alcohol and Off-Campus Events
Mr. Yannick Brookes, Associate Dean of Students
Office of Student Affairs

For Bar Review Tabling
Prof. Shakisha Morgan. Director of Academic Success and Bar Preparation Program
Academic Success and Bar Preparation Program

For Security, Risk Management and Public Safety
Mr. Christopher Brown, Interim Chief of Police
Office of Public Safety and Emergency Management

Step 3: Receive Approval from the Office of Student Affairs. Approval notifications are sent to following parties:

-Requester
-Primary Sponsor/Organization President
-Co-Sponsor/Organization President
-Organization’s Faculty Advisor
-UDC Scheduling and Events Management
-Communications and Marketing Department
-Information Technology Department
-Office of Student Affairs
-Osamuyimen Idehen, Director of Finance and Administration
-Yannick Brookes, Associate Dean of Students
-Ravaughn Pope, Assistant Director of Student Life and Services


IMPORTANT INFORMATION AND REMINDERS:

● All event & meetings must be approved by the Law Dean of Students, Yannick Brookes.
● Students are not permitted to sign any contracts on behalf of the Law School or the University
● All space reservation must be issued by the Office of Student Affairs
● Any Off-Campus event space must carry insurance and be able to provide a certificate of insurance
● If alcohol will be served, a meeting with Dean Yannick Brookes is required prior to event approval.
● Alcohol should complement, not dominate, the event. Food must be provided where alcohol is served. Events promoting excessive drinking or drinking games are prohibited.
● The space will be used for the purpose expressed in the original request.
● The space should be returned to its original arrangement at the completion of the event.
● Any items used for event (e.g. banners or supplemental furniture) must be removed at the completion of the event.
● Damage, carpet stains and broken equipment (e.g. tables, chairs, a/v equipment) in the space will result in the charge of the cost of repair.
● Do not remove any equipment (e.g. tables, chairs, a/v equipment) from the space you have reserved or any other space in the building.
● Prohibited: Candles or any other flame source, glitter, taping or push-pin banners/poster/signs on any painted or fabric walls (please make arrangements for appropriate display equipment.)
● Failure to adhere to these guidelines and policies will result in the denial of future use of university facilities.
● The Office of Student Affairs reserve the right to amend these policies at any time.

BLACK-OUT PERIODS:

Events cannot take occur during the times listed below. Some exception may be possible for exam study breaks, wellness related programming, etc. Please contact the Office of Student Affairs to find out if your event is covered under this exception. The various blackout periods are listed below:

  • During the first full week of classes in the fall and spring, no programming and no general body meetings.

  • One week before exams start.

  • During final exam period

  • During fall and spring orientation

  • During the week of the Law School's Hooding Ceremony and University Commencement Ceremony.

OFFICE OF STUDENT AFFAIRS

Mondays - Thursdays 10:00 AM - 7:00 PM (In-Person
Fridays 10:00AM - 4:00 PM (Remote)
Telephone: (202) 274-7360

Mr. Yannick L. Brookes, Associate Dean of Students (Office #448)
Mr. Ravaughn Pope, Assistant Director of Student Life and Services (Office #482)
Ms. Loretta Young-Jones, Staff Assistant for Student Affairs (Office #449)