University Event Planning Request Form

Planning a campus event shouldn't mean drowning in email chains and scattered spreadsheets. Whether you're organizing an academic conference, student organization meeting, alumni gathering, or cultural celebration, coordinating venue bookings, catering, equipment, and approvals across multiple university departments is complex work.

This University Event Planning Request Form centralizes everything in one place. Event organizers can submit all their requirements—venue preferences, catering needs, A/V equipment, security requests, and funding approval—through a single, organized form that routes directly to the right departments.

Built for universities and colleges of all sizes, this template helps streamline campus event coordination for student affairs offices, facilities management, event services teams, and academic departments. The form captures essential details like expected attendance, setup requirements, accessibility needs, and budget information, ensuring nothing falls through the cracks.

Paperform makes university event management faster and more organized. With conditional logic, you can show or hide sections based on event type—so a small classroom meeting doesn't get asked about extensive security needs, while a large public event captures every detail required. Built-in calculations help track budgets and fees automatically, and submission data flows directly into your event management system, Google Calendar, or project tracking tools via Stepper or native integrations.

For institutions managing dozens or hundreds of events each semester, Stepper (stepper.io) can transform each submission into a complete approval workflow—routing requests to facilities, catering, IT, and department heads for sign-off, sending automated status updates to organizers, and creating task lists for setup teams. This means faster approvals, fewer missed details, and a clear audit trail for every campus event.

Whether you're managing a graduate school symposium, homecoming weekend, or weekly club meetings, this template gives you a professional, organized foundation to coordinate the moving parts of university event planning—all while maintaining your institution's brand and standards.