event Resource agreements

After receiving event approval with a Facilities Event Pass, the event planner(s) must fill out an Event Resource Agreement for ALL events, including classrooms after 5pm (except tabling fundraisers).

What is a Resource Agreement?

The Operations Resource Agreement is available online and must be submitted AT LEAST 10 business days prior to the scheduled date of an event. A review of event logistics will be conducted by a Student Operations Graduate Assistant, Lorena, in order to assure that the event planner(s) fully understands all provisions outlined in the Operations Resource Agreement. Additionally, the resource agreement may need to be reviewed and authorized by the appropriate Student Affairs Advisor following submission online.

Before submitting a Resource Agreement, be sure to receive your Event Pass. 

I got my event approved but didn't receive a pass! Now what? 

1. After you have submitted your Coursedog Room Request Form, if you do not receive approval within 1 week of submission, reach out to our Student Affairs' Manager Amanda at Student Affairs Events (fssubmissions@stjohns.edu) as she can confirm if and when your event has been successfully approved. In the email, please include:

   1. The student organization of each event request

   2. The title of each event request

   3. The date of each event request

   4. The start and end times of each event request

   5. The location of each event request

2. Once you have received the CourseDog PDF of the official Event Pass, attach this PDF to your *"Resource Agreement"*
   *The Resource Agreement is due at least 10 business days prior to your event start date.

**An Event Pass and Resource Agreement is needed for each event requested and approved.

***Check in with your Campus Activities advisor 15 business days before your event if you have not received your Event Pass

3. Check your email account* for a meeting invitation from stuoperations@stjohns.edu titled with your organization name and title of the event. 
   *Be sure to include your correct St. John's Email Address in the Resource Agreement.
    

4. Once you confirm the day and time that works best to meet with Lorena, our Student Operations' Graduate Assistant, you will receive a Microsoft Teams calendar meeting invitation. Please accept the invitation and forward to your fellow E-board members so that you all can receive the meeting reminder notification. 

~All questions regarding Event Resource Agreements should be directed stuoperations@stjohns.edu~

PLEASE NOTE: The Office of Operations is not obligated to contact any organizations/Departments in regards to their contract and it’s due date.

Failure to follow the above mentioned, including AT LEAST 10 business day minimum submission timeline, may result in the cancellation of the planned event, or limited support from Operations.

Agreements must be submitted AT LEAST 10 business days prior to the scheduled event.