Event Planning

Oglesby Union » Student Activities » Event Planning » Event Permit

Event Permit - Instructions for Students

Login

To login to http://studentgroups.fsu.edu/, click the “Login” button in the top right corner of the studengroups.fsu.edu page. You will be prompted to enter your FSUID and password to enter the system.

If it is your first time logging in, you only have to fill out your name and email address to become a registered user. You will be prompted to fill out this information the first time you login.

Account and Email Settings

To change account settings, click “Account” in the top middle of the Welcome page. Under your account settings you can change,

  • Profile and contact information
  • Preferred email address
  • Privacy settings
  • Email notifications

Gaining Access to Submit Events

You must gain access in order to view events. This allows your organization to ensure that events are being entered by officers or members who are authorized to plan events on behalf of your organization. The following steps must be taken by the student listed as the President of your organization before you can enter an event.

  1. Login to http://studentgroups.fsu.edu/.
  2. Click on your organization on the left side of the welcome page, or view your organization’s page through the "My Involvement" option.
  3. Click on "Roster" on the left side of your organization’s page.
  4. Click on "Manage Positions". This will allow you to give an officer access to the events section or create a new officer.
    • To add events access to an officer currently listed...
      • Click on the position name. You will be taken to a page specifically for that position.
      • Make sure the "Active" box is checked.
      • Set the access level to "All Access" or give them access to just event management by clicking "Limited Access" and choosing "All" from the drop down list.
      • Click the green "Save" at the bottom.
  5. To add events access to an officer that is not listed in the system (like a specific Event Coordinator)...
    • Click on the "Create a New Position" button.
    • Type in your own position name and choose a position type from the drop down list.
    • Make sure the "Active" box is checked.
    • Set the access level to "All Access" or give them access to just event management by clicking "Limited Access" and choosing "All" from the drop down list.
    • Click the green "Save" at the bottom.
  6. Click on "Invite People" on the left side under Roster.
  7. Enter the email addresses of any students who have access to enter events on behalf of your organization.
  8. Choose the member type from the "Invite as" drop down menu.
  9. Click the green "Send Invitations" button. The invitations will be emailed directly to the student and also show up as an invitation when they login the system. The person you invited must login to studentgroups.fsu.edu and accept the invitation to be a member/officer of your organization. They will be able to enter events on behalf of your organization and show up on your roster.

Entering an Event Permit Request

The Student Activities Center event staff will view all incoming Event Permit requests. Submissions will gather information based on a set of common yes and no questions, as well as data based on those answers. You are responsible for all information communicated through the Event Permit request. Please read it carefully and fill out information as thoroughly as possible.

Event Permit requests are due at least ten (10) business days in advance of your event, or fifteen (15) business days in advance if your event involves any kind of contract. These deadlines are set in order to provide ample time for you to make arrangements.

To Enter an Event Permit request,

  1. BEFORE ENTERING YOUR REQUEST, make a space reservation through the proper office. Event Permit requests will be automatically denied if you do not have a space reservation. Here are some commonly used spaces used for events and their contact information.
  2. Sign in to http://studentgroups.fsu.edu/. You will be taken to the welcome page.
  3. Click on the Organization that is sponsoring the event. (A list of your organizations is on the right. If the organization is not shown, you must have the RSO add you to their roster in the system)
  4. Click on "Events" to the left, not at the top of the page.
  5. Click on the green "Create Event" button.
  6. Fill out all information about your event as thoroughly as possible by answering questions as prompted.
  7. On the last page you will see a submission summary where you can go back to individual pages to edit information if needed. On this page, click green "Submit" at the bottom to submit your Event Permit request.

What if I want to change details about my event after I submitted it?

  1. Your event must be "Denied" by SAC staff so you can make changes. Contact the SAC Event Planning staff at 644-6673 to have them "deny" your event in the system. Once your event is denied, you can change event information and re-submit the event.
  2. Click on "My Involvement".
  3. Click on "My Submissions" on the left side of the page.
  4. Click on the "Events" tab.
  5. Click on the name of the event you want to edit.
  6. Click through the pages to make edits.
  7. Click the green "Re-Submit" button to save changes and re-submit it for review by SAC staff.

How does my event get "Approved"?

  • Student Activities Center staff will review your Event Permit request in studentgroups.fsu.edu. They will put in a comment to let you know what arrangements you must make for your event. These arrangements are required or your event will be denied.
  • Campus partners such as FSUPD, First Responders, and individuals involved in space reservations will review your request. They may leave comments or directions for you in the system. These arrangements are required or your event will be denied.
  • Some campus partners may have questions for you that they post as comments. You can answer questions or provide additional information as well.
    To leave comments about an Event submission,
    • Click on the event name to view the submission.
    • Click through the pages to review event information or click "Create PDF" to view event information as a separate .pdf document.
    • Scroll to the bottom of the page and enter any comments or instructions in the "Discussion" box. Any comments will be emailed to the student who submitted the event. The student can leave comments as well.
  • Once all campus partners have reviewed your event and given you clearance, and once you have made all the arrangements outlined by the SAC staff, your Event Permit will be "Approved" in the system and you can hold your event.

What if my event gets "Denied"?

  1. If your event is "Denied", you will receive an email through the system letting you know why and giving you instructions. Most often your event will be denied because you don't have space reserved or you did not submit the request by the proper deadline.
  2. If you are asked to make alterations to your Event Permit request, sign in at http://studentgroups.fsu.edu/.
  3. Click on "My Involvement".
  4. Click on "My Submissions"
  5. Click on the "Events" tab.
  6. Click on the name of the event you need to alter. You can click on individual pages of the Event Permit request to make alterations and re-submit the event. Don’t forget you have to click the green "Re-submit" button at the bottom of the page.

Need help or have questions?

  • Contact the Student Activities Center Event Planning staff at 644-6673.
  • Setup an Event Consultation to talk through your event and get help in planning, coordination, and the Event Permitting process.

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