Event Planning

Last updated: September 8, 2021

Prerequisites for Hosting Events

Before planning any events, your organization needs to be a Registered Student Organization (RSO) through the Office of Student Involvement (OSI). You can view your organization’s registration status via KnightConnect.

If your organization is not registered through OSI, your organization’s president can register here. Note that four (4) designated officers need to score an 80 or above on OSI’s RSO Authorized Officer Orientation before re-registration takes place.

What forms do I need to host an in-person event?

When planning an event for your organization, it’s important to start by answering a few short questions to know what forms/requirements will be needed to host your event within the event guidelines established by the office of Fraternity and Sorority Life. Full event policies, procedures, and guidelines can be found here.

  1. Does your event date conflict with any OFSL events? – If yes, pick a new date/time that works; your event may not conflict with OFSL programming. You can access the OFSL calendar here.
  2. SERF forms are required for ALL events. [An event is defined as: any event deemed to be within the scope of a Chapter function, on or off university property that involves a gathering of members and/or guests of the host (or co-host) organization.]
  3. Is your event on-campus AND have any potentially hazardous elements designated by OSI? – If yes, SAFE Form. If no, proceed to point 4 below.
    • Inflatables
    • Stage set-up (i.e. special production, performances, etc.)
    • Non-UCF affiliated artists/performers/speakers (requiring contracts)
    • Sound amplification
    • Open flame (i.e. vigils, bonfires; lighting of fireworks)
    • Gatherings in excess of 400 persons (including unregistered campus athletic events; marches, including any organized walks or runs)
    • Distribution of alcohol
    • Unapproved catering
    • Food Trucks (must be pre-approved through OSI & EHS)
    • All events on Memory Mall
    • Outdoor events involving animals
    • Helicopters or other aircraft
    • Motor vehicle races
    • Parades/Trails
  4. Does your event involve alcohol, hosted at a place that serves alcohol, takes place 40 miles from campus, an overnight event, and/or has any other associated heightened risk? – If yes, SERF and Supplemental SERF.
    • If no, no additional forms are needed. Please note Supplemental SERF Forms can also be required at the discretion of OFSL for event approval.

After determining what forms you might need for your event, please read the procedures surrounding each of the forms below.

For full event guidelines, policies, and procedures click here.

Moratorium

A moratorium is a temporary prohibition of an activity. The moratorium periods used by Fraternity and Sorority Life are implemented during time in the academic term/year when student members’ primary focus should be their academics, in between terms, throughout the summer terms, during University closures, etc. Moratorium dates will be listed on the OFSL calendar.

There are three levels of moratorium:

Level 1: Chapters cannot host/co-host any events during Level I moratorium.

Level 2: Chapters can only host/co-host educational/academic and/or service events that do not involve alcohol during Level 2 moratorium. Other “dry” events that don’t not fall into the above categories would need to get written approval from OFSL.

Level 3: Chapters can only host/co-host events that do not involve alcohol during Level 3 moratorium.

Events with Alcohol

Any fraternity and sorority event with alcohol must be registered and reviewed by the Office of Fraternity and Sorority Life (OFSL). All events must be registered through the SERF and/or SAFE systems.

Sober Monitors are required for all events with alcohol. Sober Monitors must complete Sober Monitor Training and your host/co-host event must have at least a 20:1 guest-to-member ratio (adding an additional monitor for every 25 attendees after 50). Sober monitors should be a cross-section of membership.

Full details and procedures on registering an event with alcohol can be found on OFSL Events Policy Page linked here.

Submission Requirements

SERF Form

SERF Forms, or Social Event Registration Forms, notifies OFSL and Advisors that an organization is holding an event. SERFs must be submitted no less than 15 days in advance. In order for a SERF to be approved, it will need a virtual signature/approval from your organization’s Chapter/Alumni Advisor, President, Social Chair, and Faculty Advisor no less than 10 days before the event. Failure to complete these steps by the deadlines could result in a late fee or event denial. The late fee assessment schedule is as follows: First Offense – $50, Second Offense – $100, Third Offense $150, and more than three offenses will result in cancellation of the event. SERF submissions will not be deemed submitted in their entirety until both the SERF and the Supplemental SERF are submitted (when applicable).

Supplemental SERF Form

The Supplemental SERF Form is designed to build an organization’s risk management plan for events that include potential high-risk elements. Supplemental SERF Forms are required for events involving alcohol, taking place at a venue that serves alcohol, any overnight event, any event further than 40 miles from main campus, and/or has any other associated heightened risk. Supplemental SERF Forms can also be required at the discretion of OFSL for event approval. The Supplemental SERF must be submitted by the respective deadlines as well; which is no less than 10 days before the event.

SAFE Form

SAFE Forms, or Safety Action For Event, are designed to keep the university SAFE. SAFE Forms must be submitted online no less than 15 days prior to the on-campus event.  There are no exceptions to this deadline.  SAFE forms are approved by OSI and several other university offices, so it can take longer than 15 days to approve. For more SAFE Form policies and guidelines, please click here.

Any chapter that sponsors/hosts an unregistered event may be assessed a $200 fine, be placed on “Prohibitive Standing” for the remainder of the semester (if the program occurred within the last 4 weeks of the semester, the “Prohibitive Status” will continue for the following semester) and/or be subjected to a student conduct procedure.

Questions?

If you have any additional questions or would like clarification please contact us via ucfgreek@ucf.edu.

Event Forms