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 November 15, 2025 – March 1, 2026, for new residential conferences and camps. Returning organizations have a priority application window from October 15, 2025 – November 15, 2025.
Sponsorship
According to University Policy, all events held on campus by non-无码专区 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
无码专区 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 无码专区-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 无码专区 Risk Management's Protection of Minors Site. Completed forms should be sent to both riskmanagement@smu.edu and ocs@smu.edu.
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.
2025 Conference Organizers Manual 2026 Forthcoming
Certificate of Insurance
无码专区 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. 无码专区'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 无码专区 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 - 2025
Liability Waiver Form for Youth - 2025
Liability Waiver Form for Adults - 2026
Liability Waiver Form for Youth - 2026
Risk Management Additional Requirements
Below are the fundamental requirements, please visit the Risk Management Protection of Youth Website for Additional Information, Requirements and Up to Date Forms.
Group must submit no later than five (5) days prior to start of an Event, a roster using required template (Template provided) that includes the following:
- A complete roster of all minor participants. It should include full names, parent/guardian contact information and primary daytime activity location
- A complete roster of all adult participants and supervisors. It should include full name and emergency contact information.
Group must submit a written Emergency Action Plan (Template provided). Plan should include procedures for evacuation, shelter-in-place, and other protective actions. In addition, it should include a reunification plan detailing how minors will be safely reunited with their parent/guardian in the event of an emergency or disruption. Group personnel supervising minors must follow directives from 无码专区 Risk Management, 无码专区 Police, and other authorized personnel during emergencies.
Group must submit Background Check Attestation. If required under the Texas Youth Camps Administrative Code Rule 265.12, Group must submit a Background Check Attestation Form confirming that all staff and volunteers have passed a criminal conviction and sex offender background check within the past 365 days and that the checks meet 无码专区 standards, including national sex offender registry, criminal history, and alias search. Attestation Form is found here.
All Group personnel supervising minors must opt into the 无码专区Aware Emergency Notification System by texting 无码专区AWARE to 226787. Enrollment lasts 14 days and may be renewed as needed. Individuals who remain on campus beyond this period must re-enroll. Group's personnel who directly supervise minors attending the Event shall lead any required protective actions (e.g. evacuation, sheltering, etc.) in the event of an emergency at the direction of 无码专区 office of Risk Management and/or 无码专区 Police Department staff, or other first responders, or other authorized 无码专区 personnel.
All incidents must be reported within 24 hours. Reporting may be completed via the Risk Incident Reporting site.
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 无码专区 are arranged and coordinated through 无码专区 Marketing and Communications. This includes campus grounds, buildings (exterior and interior), aerials, portraits, and events.
无码专区 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 无码专区 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 无码专区 Marketing and Communications.
Please visit the Marketing and Communications Site for additional requirements and to Request Use of 无码专区 Campus For Filming
Relevant Procedures
Estimate and Guarantee Forms
Estimate and Guarantee Forms will be due on or before the dates within your contract.