Hosted Events

Day of Event

If you have a PDF or other electronic copy of your site plan please attach it here. This site plan should include anticipated locations for parking, tents, ingress and egress to your event area and other site elements.

Will a generator be brought in to provide electrical power?

Do you request the ability to use amplified sound?

Will the even require tents?

Do you request the ability to place a platform, stage, vehicle or other heavy object on the venue?

Use plywood if needed to place heavy objects on brinks

Will access to (non-drinking) water be requested (i.e., for tent water barrels)?

What kind of event signage is proposed (include number, size, type, where and how attached)? Be sure to note placement on your site map.

Will your event include any kind of road race, walk or other event using roads?

Please attach a map / description of the proposed route noting any traffic control locations, traffic control cones/barricades/signage, first aid/medical response and hydration stations (campus maps available at – www.ncsu.edu/campus_map/centennial.htm) Any routes off campus (i.e. Centennial Pkwy) will need to be coordinated with the City of Raleigh.

Please provide copy of Wake County permit (or details of exemption) and business license, if applicable.

Do you request the ability to place portable toilets on campus?

All events are required to provide adequate receptacles for the disposal of trash and recycling. Solid Waste and Recycling containers can be rented from NC State University for a small fee: Check all that apply: **Recycling bins are required for any event serving bottled beverages.

For outdoor events, do you have a severe weather notification and evacuation action plan?

This can be supplied as additional information if needed.

In the event that weather prevents the event from taking place (either rain, storms or being too hot, too cold or too humid), who in your group has authority to cancel the event?

Please list anything else unusual or not referred to above in regard to your event. Attach additional sheet (s)if necessary. (I.e., this is where you can tell us anything unique about your event that might be pertinent . For example: if celebrities will be present, overnight security will be used, heavy media coverage is anticipated or any other needs you have that have not been addressed above.)

Amplified sound should be avoided if not necessary and shall not be used during normal business hours (M-F 8am-5pm) or above the level necessary to reach event participants in the immediate area. Other Campus users should not be effected (including those in buildings adjacent to any events).

For any platform, stage, vehicle or other object on the venue, a Brick and Turf Access Permit will be required, and plywood will be required to protect brick work and/or landscaped areas. There will be a charge for any damages to the surfaces as well as for the plywood if not returned in good condition. Any structures over 18" high will require inspection by the NCSU Fire Marshal.

Most locations do not have access to water (none have access to drinking water). Also note that any hoses needed to transport water will need to be supplied by User.

Tents should comply with State Fire codes and be flame retardant. In addition, depending on the size and configuration noted in your site plan, fire extinguishers and/or exit signs may be required and an inspection may be required by the NCSU Fire Marshal. Also, tents may not be staked in brick areas and would need to be secured with sandbags or water barrels. For grassy areas, small stakes (up to 8") may be used, but advance notice of placement is required so that the irrigation lines may be marked to avoid damaging the underground piping. All tent ground stakes shall be marked and clearly visible.

Proposed placement of generator should be included on site plan. It will need to be inspected by the NCSU Fire Marshal before being used. In addition, any cords must be secured to prevent trip hazards and a fire extinguisher is required.

All signage must be mounted with tape, pushpins, paper staples, or other means to allow removal without surface defacement. Placement of staked signage must be approved and advance notice given so that irrigation lines may be identified and marked to avoid rupture. Signage should not interfere with any structure or visibility and should reflect an image representative of NC State University. All signage must be removed promptly after event. If not removed promptly, charges will apply for removal/disposal.

It is our intent that full road closures are to be avoided to the fullest extent possible and access routes to all buildings and entities on campus must be maintained at all times. In addition, clear signage/maps may be required to direct other campus users to parts of campus that may be momentarily blocked (at User's expense). Campus police must be retained to staff and manage traffic control. Cones for traffic control must be provided at User’s expense (with spacing at most of 10-15 feet) *University departments may contact Transportation to determine if cones and A-frame event signage are available*. Events of this kind are restricted to a 13 minute mile, stragglers will need to move onto sidewalks. Emergency Medical Technicians (EMTs) are required for any athletic events.

For any open flame or cooking, a hot work permit is required from the NCSU Fire Marshal. The permit may be obtained by calling 515-3000 about 30 minutes prior to starting cooking. The flame or cooking device should be 25 feet from any building or fire hazard. Fire extinguisher(s) need to be on site.

Location of toilet facilities must be approved in advance (with certain areas not available), and number and placement should be in accordance with NCSU guideline and local laws. Set up of toilet facilities must not happen before 4pm the day prior to the event and the facilities must be removed either immediately after the event or no later than the hours of darkness on Sunday.

At NC State, we are proud of our green spaces. Please advise event staff, volunteers and participants that they are expected to respect natural areas, and they are to stay on designated paths and roadways, to place debris in approved cans for either garbage or recycling, to not disturb wildlife and to not interfere with research studies in progress (which are happening in various natural areas on campus).

For events planned during hot summer days, you may be required to have EMT services to manage heat illnesses.

If multiple locations will be utilized for your event, please provide a timeline with details and a site map showing proposed setup for each one.

Events intending to serve or sell alcoholic beverages must get special approvals. Please complete the notes/comments section with details for any alcoholic beverages.

NCSU supports sustainability and we encourage events to be as “green” as possible, for example: limiting paper and making as much information as possible online, providing recycling and composting receptacles as needed, encourage the use of alternative transportation, using biodiesel or solar powered generators, and educating event participants and staff about the green aspects of the event. For more information on how to make your event “green”, please visit the NCSU website on Sustainability at www.ncsu.edu/sustainability