Conference and Event Forms
Conference Services Application
A completed conference application is required. Applications are open year- round for non-residential conferences. Applications are open October 15th thru April 1, 2024, for residential conferences and camps. Returning organizations have a priority application window from October 15 - November 15.
Sponsorship
According to University Policy, all events held on campus by non-SMU groups must be sponsored by an appropriate department, faculty member or director. As the Office of Conference Services cannot solicit sponsors for groups, the Conference Organizer must contact the possible sponsors and request a Sponsorship Application from the Office of Conference Services Director. Sponsorship does not involve any monetary obligation on the part of the sponsor, nor does it guarantee that a conference can be booked. Once completed please return completed forms to ocs@smu.edu
Protection of Minors
SMU welcomes many students, employees, and visitors to campus every day and seeks to maintain an inviting, safe and secure environment for those on campus or engaged in SMU-sponsored activities. In 2012, Texas passed legislation that requires employees of campus programs for minors to attend a training and examination program that addresses the warning signs of sexual abuse and child molestation. For full information please visit the SMU Risk Management's Protection of Minors Site. Completed forms should be sent to both riskmanagement@smu.edu and ocs@smu.edu.
Texas Health and Human Services Required Protection of Minors Training Certification Form
Conference Organizer's Manual
The Office of Conference and Event Services has compiled a useful planning and resource manual for Conference Organizer's use. This manual includes rules, guidelines, and important and frequently asked questions.
2024 Conference Organizers Manual - 2025 Conference Organizer Manual Available December 15
Certificate of Insurance
SMU requires evidence of insurance for all third party vendors and contractors that wish to operate a special event, camp or conference on campus. The third party is responsible for obtaining evidence of insurance (i.e. a Certificate of Insurance) and presenting it to the Office of Conference Services early in the process, but no later than 21 days prior to the first day of set-up for the event. SMU's Risk Management Office should be consulted very early in the process of event organization to clarify any insurance related questions. You may email the Office of Risk Management at riskmanagement@smu.edu or calling 214-768-2083. Completed certificates should be sent to both riskmanagement@smu.edu and ocs@smu.edu.
Standard Minimum Coverage Limits for COI
Liability Waivers and Medical Forms
In accordance with university policy, all conference guests (including staff, advisors, participants, etc.) who are neither employed by nor are students of SMU are required to submit a signed Waiver of Liability form to OCS at the time of check-in. Participants under the age of 18 are required to submit a signed Waiver of Liability/Release for Medical Treatment form, which must be on file with OCS and the Health Center. It is the responsibility of the Conference Organizer to distribute and collect all necessary liability and medical forms from participants prior to check-in and give them to the CA no later than check-in. Participants for whom these items are missing will be asked to leave the campus until OCS receives the proper forms.
Liability Waiver Form for Adults
Liability Waiver Form for Youth
Reunification/Emergency Response/Evacuation Plan
No later than 10 days prior to the Conference start date a roster of all participants, staff and coaches will be supplied to the Office of Risk Management and The Office of Conference Services. The roster should include the participants name along with their emergency contact information for the non-SMU adults directly supervising the minors involved in the conference/camp or event as well as a roster of the parent/guardian emergency contact for all minors involved in the program. A plan for reunifying minors with their parent/guardian in the event of an emergency that disrupts the program/event in which they are enrolled should be provided no later than 21 days before the first day of the camp/conference or event. Conference Organizers may use any format they choose for the reunification plan as long as it has all necessary information. Plans should be emailed to ocs@smu.edu.
Sample Reunification Plan Document
SMU Emergency Action Plan and Reporting Instructions
Filming and Photography by Outside Vendors
Requests made by outside production companies, photographers, filmmakers, and others for all filming and photography activities on the campus of SMU are arranged and coordinated through SMU Marketing and Communications. This includes campus grounds, buildings (exterior and interior), aerials, portraits, and events.
SMU requires at least four weeks advance notice for film/video projects and two weeks advance notice for still photography projects in order to secure permissions, insurance and contracts. A copy of the final layout, script or storyboard may be required, and approval must be granted prior to signing the contract letter agreement. All filming and photography of sports-related events on campus must comply with NCAA rules. Marketing and Communications can provide details if needed.
All filming and photography of the university and it’s facilities by outside vendors, including those wishing to represent any work they have done in partnership with the university, are subject to approval by SMU Marketing and Communications before they may be used. Completed film and photos may not be sold to other parties. All film and photos are subject to copyright terms set by the university. Permission is granted for specific one time use and is not transferrable for further use – print or electronic – without approval by SMU Marketing and Communications.
Please visit the Marketing and Communications Site for additional requirements and to Request Use of SMU Campus For Filming
Relevant Procedures
Estimate and Guarantee Forms
Estimate and Guarantee Forms will be due on or before the dates within your contract.