Campus event/activity risk management form, must be submitted at least 30 days prior to the event.
Description of event and activities*
Event location Space and setup information
Reserving space must be done through the AWC website under Online Services and then Campus Events then select new reservation at the top of the page for space in the 3C and for other campus space. Any setups, technology support, security or any other needs outside the Conference & Events 3C bldg space must be requested separately. Facility setup work orders must be sent by an appointed point of contact to facilities@azwestern.edu. Technology must have a request sent to helpdesk@azwestern.edu and requests for security or other AWCPD needs are sent to campus.police@azwestern.edu. If you have scheduled space through Conference & Events, then they will be assisting you with room setups and technology, but you still need to submit the vendor requirements, contracts and insurance to Risk Management. Online Services
Items that need to be requested by work order from Facilities at least 3 working days before the event Tables and chairs, hoses, extra trashcans, turning off sprinklers, moving the BBQ and set-up of tents (Facilities does not own any tent, you must get permission from the tent owner to use). Facilities does not provide additional lighting or extension cords.
Do you have any vendors, entertainment or demonstrations? Yes No
Please submit to Risk Management the unsigned vendor contract and any additional vendor requirements for review at risk.management@azwestern.edu. Risk Management will review the vendor's contract, insurance and will determine that any additional requirements can be met. The Director of Purchasing will be notified that it is acceptable along with the organizer of the event. At this point the event organizer can submit the requisition with the completed contract & insurance to Purchasing. No monies can be paid to the vendor without the approval of the vendor contract, additional requirements and insurance.
Vendors must supply a certificate of insurance. The certificate of insurance must be in the name of Arizona Western College with Arizona Western College as an additional insured in the amount of $1,000,000. The certificate shall identify the event and date it is being issued for. If unable to produce at this time it must be received within 3 working days of the event and approved by Risk Management or designee or the event will be cancelled. It is the responsibility of the organizer of the event to make sure all vendors provide proof of insurance.
Will you be providing food from other than conference and events? Yes No
Please include Risk Management in the planning stages of your event to avoid any last minute problems. Each event is considered separately and AWC strives to support educational, entertaining and diverse activities on campus.
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