Plan Your Event
Are you a Pace Center student organization, board member, project, or break trip leader planning an event? You've come to the right place!
1. Meet with Your Staff Adviser
Before beginning the event registration process, you must meet with your staff adviser at the Pace Center to inform them about your event and receive the approval to proceed.
- For Pace Center student organizations, your staff adviser is Elsie Sheidler.
- For Student Volunteers Council (SVC) service projects, your staff adviser is David Brown.
- For Community House service projects, your staff adviser is Charlotte Collins.
Be familiar with University policies governing student organizations and activities, found in Section 2.1.3 of Rights, Rules, Responsibilities.
2. Submit an Event Registration Form
To receive support and publicity for your event, register your event with CLEVER. Registrations must be done at least two weeks in advance of the event date. This provides adequate time to reserve space, order services, refreshments and/or supplies, and meet with Pace Center staff for additional guidance, if need be.
Some events present special considerations as a result of scope, logistics and participants involved. In supporting these events, the Pace Center aligns with policies and practices of the Office of the Dean of Undergraduate Students (ODUS) and Princeton University.
1. Activism, Demonstrations, and Protests
Some events present special considerations as a result of scope, logistics and participants involved. In supporting thThe Pace Center recognizes and supports student direct action in the form of activism as an important form of civic engagement. Per Rights, Rules, Responsibilities section 1.2.3, “... Free speech and peaceable assembly are basic requirements of the University as a center for free inquiry and the search for knowledge and insight." When planning a demonstration, rally, protest or other student-driven change activity, we strongly encourage you to set up a meeting with a Pace Center staff adviser.ese events, the Pace Center aligns with policies and practices of the Office of the Dean of Undergraduate Students (ODUS) and Princeton University.
- Activism events should be submitted through CLEVER as soon as students begin organizing the event. The Pace Center will be in a better position to support your event if we know that it is happening.
- Rights, Rules, Responsibilities sections 1.2.3 and 3.2.3 (Peaceful Dissent, Protests and Demonstrations) should be carefully reviewed as you plan your event.
- If you are planning a protest or demonstration off campus, you may be required to receive approval from the local municipality where the protest or demonstration will take place.
2. Minors on Campus
Princeton University is dedicated to the safety and welfare of all individuals who participate in its programs and activities and has particular concern for Minors. A Minor is defined as any individual under the age of 18 years old who is not a matriculated college student at Princeton University or elsewhere. The University’s Policy for Program Working with Minors provides the framework required to follow in order to facilitate safe, successful and compliant programming.
- Standards of behavior, NJ State reporting obligations of suspected abuse or neglect of Minors, and obligations of programs involving Minors, including registration, background checks and training are explained in detail on the Policy for Programs Involving Minors website.
- Events or activities, on-campus or off-campus, planned by Princeton students engaging with Minors MUST be submitted through CLEVER at least two weeks prior to the event.
- Once you have submitted your Minors event on CLEVER, you will be contacted by your Pace Center staff adviser to set up a meeting to discuss and review Pace Center expectations, including the completion of forms such as the Minors Participant Roster, Waiver Consent Form and the Pace Center’s Emergency Response Plan for Students, Working with Minors.
- Questions on the University Minors policy and the Pace Center Minors practices can be directed to your Pace Center staff adviser.
3. Events with Unique Requirements
In addition to the major considerations described above, some events present further unique characteristics. Alcohol policies, contracts, fundraisers, outdoor events, prizes and security policies are just a few examples of the ODUS policies that Pace Center students are required to follow. Review ODUS Event Policies and register your event by submitting a request through CLEVER. You are also encouraged to schedule a meeting with your Pace Center staff adviser to review your event.
W-9 Request Form - Required for payments to suppliers or individuals who provide a service.
Department of Public Safety Lock/Unlock Request Form - Request for Public Safety to lock and unlock the space you are using for your event at the appropriate times.
Public Safety Event Request Form - Needs to be submitted to the Department of Public Safety before your event if Public Safety security is required.
McCosh Banner Walk Form - To reserve space over McCosh Walk for your banner.
Honorarium Acceptance Form - The agreement/contract between Princeton and an individual providing a service, in lieu of invoice.
Guest Travel Reimbursement Form - To document travel reimbursements, as well as incidental, out-of-pocket reimbursement requests for Guests. The Guest Reimbursement Request form should be signed by the guest and scanned and attached to the online Non-PO Payment Request form which you will also need to submit.