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Organization Event Management

Registering an Event

All events that are conducted by a student organization held on campus MUST be registered with the Dean of Students Office two weeks prior to the event. To register an event with the Dean of Students Office please go to the Virtual Event Management Systems (EMS) page. Any event held on the UL Lafayette campus, including the UL Alumni Center, must be catered by Sodexo/Louisiana Spice. Any exceptions to this policy must be requested in advance and approved in writing from the Director of Sodexo Food Services.

For all of your catering needs, contact Kassie Stoute at Louisiana Spice Catering, (337)482-5756 or catering@louisiana.edu

Fundraising Drives

Campus organizations that have been officially chartered by the University are allowed to conduct up to four (4) fundraising drives per year (can shakes,bake sales, and car washes are not counted). This includes activities held on or off campus. Fundraisers may be scheduled at the Coronna, Montgomery and Student Union areas. Because of a contract with our off campus dining services provider, the only food sales allowed on campus are baked items (candy items are not allowed for sale).  The Student Union does not allow any food or drinks to be sold in the building.  Money raised from such drives may be used only for:

  1. Contributions to scholarship, charity or nonprofit organizations.
  2. Sending organization members to a special conference.
  3. Providing equipment or other gifts to the University.
  4. Providing funds for speakers, banquets, films or other educational programs.

Any fund raising activity that involves seeking contributions from businesses or the Lafayette community must be cleared by the Development Office, located in the Alumni Center. Any fund raising events using the UL Lafayette name or logo must be cleared through the Office of Public Relations, Martin Hall Room 319. Contact the Dean of Students Office for help with facilitation of fund raising events.

Participation by a campus organization in an event sponsored by a community nonprofit or service organization is not considered a fund raising drive and does not have to be included in the four drives permitted. Fund raising activities cannot be conducted during finals week.

If an organization wishes to deviate from the policy, a special request may be made to the Dean of Students Office, Martin Hall Room 211, 337-482-6272.

Campus Advertising
  • Advertisements and notices may only be placed on bulletin boards by an official campus organization. Some bulletin boards are designated for departmental use only and organizations must have approval from the department. Nothing may be put on trees, walls, doors, windows, walkways, pillars, light posts, etc. Chalking, marking or defacing of any kind on any vertical surface, the Walks of Honor, balls in front of the library, works of art, architectural structures/buildings, bricks on the Student Union porch, and other surfaces deemed important to the aesthetic nature of the campus is strictly prohibited. Students/organizations who violate this policy will be fined and/or prohibited from campus advertising.
  1. Chalking sidewalks in open areas, where rain can wash away writing is acceptable. No chalking is allowed in covered areas.
  2. Notices on windows of the Student Union lobby are acceptable with approval of the Student Union Director.
  • Banners pertaining to major campus wide activities must be approved through the Dean of Students Office. The banners may be placed in the Coronna, Montgomery and Student Union areas when available. Banners may be hung for up to two (2) weeks and must be removed after event is over. Coke banners may be obtained by calling 337-232-8413. Banner information must be faxed to 337-233-9934.
  • Advertisements and announcements in the Residence Halls must be approved through the Office of Student Life and Conduct Office, Buchanan Hall, first floor.
  • Memo pads on doors of residence halls are allowed, however, they must be installed in a method which will not cause damage to doors or frames.
  • Only authorized University staff may post materials in residence halls.
  • Placing advertisements or announcements on car windows is prohibited.
  • It is the responsibility of the sponsoring group to remove all advertising on the day following the event.
  • All billboard type signs put on campus must be free standing. Permission is granted from the Dean of Students Office, Martin Hall Room 211. Billboards may be placed for a two week period only on the Boulevard median, the “Green” and the area directly in back of Montgomery near the sidewalk. During the SGA elections only, additional locations may be utilized as specified by the SGA Elections Committee.
  • No advertising OFF CAMPUS may be made for any event held in the Student Union without the written approval of the Student Union Director, Room 206. This includes, but is not limited to, posters, newspaper, radio, television, and public service announcements. Organizations must take steps to insure that performers, etc., comply with this advertising regulation.
  • When available, campus organizations may set up tables at Coronna, Montgomery (Rex Street) and Student Union areas to distribute information. The Student Union requires separate approval. It is recommended that you schedule your activity at least two weeks in advance. Additional restrictions may apply to distribute information in specified areas on campus. For each location per day, only one campus organization will be allowed to conduct a money raising activity. This will be determined on a first come, first served basis. There can only be three tables at one time on Rex Street per day. There is a limit of three days in a row that an organization can have an event on Rex Street.
  • Campus activities cannot be held during dead days and finals week. For further information contact the Dean of Students Office, 337-482-6272.
  • All use of the UL Lafayette name, logo, etc., on any advertising (i.e., T-shirts, banners, etc.) needs prior approval through the UL Communications and Marketing Office, Martin Hall 319. Request will be on Logo request Form.
  • The SGA Grievance Committee assists the University in enforcing the Campus Advertising Policy. The Grievance Committee will:
  1. On the first offense, give a verbal warning and written notice.
  2. On the second offense, give a written reprimand.
  3. On the third offense, refer to Dean of Students Office for University sanctions.
Using University Logos and Name on Items

Guidelines for printing with the University logo.  Anything printed with the University logo must be approved by the Dean of Students Office and Office of Communications. Please submit artwork and request on the logo request form.

T-shirt designs need to be approved by Office of Communications and Marketing.

Special Events

In addition to the campus advertising policy listed above, no amplification is allowed for student activities on campus during class hours. This includes the Quad. Amplification on the Student Union porch is allowed during specified hours set by the Student Union.

Conducting a Raffle
  1. If the raffle will be conducted on campus, a Virtual EMS request must be made before any activity associated with the raffle is initiated.
  2. The sponsoring organization must apply for a limited license to conduct charitable gaming with the Division of Charitable Gaming Control of the State Department of Public Safety and Corrections, P.O. Box 98502, Baton Rouge, LA. 70884, at least six weeks before the date ticket sales begin. Their telephone number is 225-925-1835 or toll free 800-562-9235; fax number is 225-925-7069.
  3. Ticket sales may NOT begin until the limited license is granted by the Division of Charitable Control.
  4. Tickets may not be sold for less than $1.00 each.
  5. Value of total number of tickets sold may not exceed $3,000.
  6. Total value of all prizes may not exceed $2,000.
  7. All prizes must be purchased or donated before any chances are sold.
  8. The sponsoring organization may conduct a raffle (or any other game of chance) no more than twice a year. Total gross sales for all raffles conducted during the school year may not exceed $5,000.
  9. The sponsoring organization must maintain records showing: gross revenue from the raffle, detailed expenses of conducting the raffle, detailed report of how the net proceeds from the raffle were spent, list of winners.
  10. These records must be kept for at least three years from the date of the raffle.
Voter Registration 

The University serves as a Motor Voter Registration site. Voter applications are available in Room 206 of the Student Union and in the Parking & Transit Office or by clicking here for an on-line application. The University encourages all students to register to vote. Student Organizations may not have voter registration drives.

Blood Drives
  1. Only two blood drives may be scheduled per semester with an 8 week period between each (subject to facility availability and approval).
  2. Blood drives must be coordinated and sponsored by a recognized campus organization. All inquiries related to the blood drive must be initiated by the sponsoring organization to the Dean of Students Office. The Dean of Students Office will coordinate the drive with related blood drive organizations.
  3. Blood drives shall be scheduled in accordance with established procedures governing student activities.
  4. Blood drives may be scheduled up to one calendar year in advance.
Credit Cards Drives

No credit card fundraisers will be allowed for any UL Lafayette student organizations. Credit card solicitation/advertisement is prohibited on campus.

Outside Speakers

As an institution of higher learning, UL Lafayette is dedicated to providing an opportunity for its members to encounter a range of ideas and many differing views on issues of great importance. It is the process of examining these views and selecting among them that is the foundation for learning and, in a democracy, an essential starting point in the search for one’s own system of values. For this reason, it is essential that the University protect the right of recognized organizations to invite speakers and the right of those interested in the speaker’s views, whether in agreement or disagreement, to hear them expressed.

In order to bring speakers to campus, a Virtual EMS request must be made. Speakers must be sponsored by a recognized university organization or department in order to use university facilities.

Candidates for Public Office

Only recognized student organizations may request a table in the Union or other approved locations on campus for the purpose of sponsoring a political candidate as a speaker.

Political signs are not allowed on campus. Signs announcing events or programs must indicate the student group sponsoring the event or program.

Facility Policies

All student organizations must follow the established University policies regarding the use of University property and facilities for events and programs.

Event Sponsorship

Organizations may not accept any monies including sponsorships, endorsements, etc from the tobacco industries.

Student organizations must use a licensed manufacturer to produce the shirts.