UND Events

The Office of Extended Learning charges $5 per registration plus any bank fees involved with credit card transactions.

Registration Form

With this service, you can choose:

• Up to THREE different price levels for your attendees, (prices set by you).
• TWO optional fields to gather data (t-shirt size, meal choice, field trip, etc.).
• ONE additional data field that is not included in the basic contact information section of the form (license number, occupation, etc.).

Services Provided by Conference & Event Services

• Setup and management of a secure online registration site.
• Option to implement a fixed rate late fee:
  
  • Implementing a late fee 2 weeks prior to the event is recommended; so you have an accurate meal count for catering purposes.
• Process all registrations received online.
• Input all registrations into our registration database.
• Process payments, MasterCard, Visa, Discover, American Express, (Diners and JCB coming soon) credit cards or third party checks for all registration fees, (all 3^rd party registration payments must be paid with US Currency).
• Answer registration and payment questions.  Refer event questions to client website or to client.
• Send registration confirmation emails and payment receipts to registrants.
• Provide a refund/cancellation policy for your website.
• Process registration cancellations (registration fee, less $35 non-refundable processing fee, up to 7 days prior to event date).
• Email daily registration roster to the client in an Excel spreadsheet format.
• Transfer your registration revenue, minus the $5 registration fee x # of registrants plus the bank fees, to your local UND fund, at the conclusion of your event.
• Optional transfer of funds midway through the collection of registration fees.
  • If there are not enough registration funds at the end of the event to pay the Office of Conference & Event Services, an invoice for the remaining costs will be sent to the department for payment.

Online Registration Site

In order to get your event set up in our Shopping Cart Registration System, we will need the following information a minimum of 3 weeks prior to your event’s “go live” date:

• Specific dates, times and location of event
• Registration fee(s)
• Long description of your event (1 to 2 paragraphs describing your event)
• Short description of your event (3 to 4 sentences)
• Local fund and department number and name of person to sign financial forms for transfer of funds
• Up to two optional fields to gather data
• Up to one additional data field that is not included in the basic contact information section of the form

After your registration is set up and live, we will provide you with a URL to post to your event website.  This URL will direct your registrants to registration page.

Registrants who register using the online registration link will be required to create a “profile”.  The profile login/creation page can be found here: https://www.enrole.com/und/jsp/login.jsp

Information Collected from registrant during profile creation:

• email address and password (used as login information for participants)
• name
• address (including city, state and zip code)
• phone
• date of birth

PLEASE NOTE: No changes will be made after registration goes live. This event service registration, does not include on-site collection of money.  If this is a required service, our conference services team can provide a quote to you for this service.

The department will be assessed $5 per registration, to process the registration payment and audit the order.  Bank fees associated with the registrations will also be charged to the department. Departments will receive a daily roster of who has registered, who has paid, who owes and cancellations, etc.  All reconciliations will be handled by UND Conference and Events Services.

Considerations

• For a very small group or cost, consider using departmental resources to make it a “free” event
• Fees can be built into the event cost and recovered by the participant
• Departments cannot use services such as Eventbrite, Convention & Visitors Bureau, Paypal, Bluepay or Venmo in lieu of using conference services, as these services are not part of the ND Century Code.

What fees require Fee Committee approval

• Fees not tied to an event or conference
• All fees related to enrollment in the university. If who pays the fee is a result of their status as a student, faculty, or staff and it is not related to a specific event or conference, the fee must be approved through the fee committee.
• Study Abroad Fees
• Any fee tied to a course or program

Information for your website:

Cancellation Policy
A cancelation fee is recommended to help cover the costs involved in canceling a registration. Not allowing refunds after a certain date, usually the date meal counts are due, will encourage participants to cancel, if they need, in a timely manner rather than wait until the last minute. You can always make exceptions to the policy in extreme cases.

Here is a sample cancelation policy:

Cancellations can be made by clicking on and completing the withdrawal form at www.conted.und.edu/secure/withdrawal (you will need your confirmation receipt number, which came via email, to complete the process.) If the cancellation notice is received by (one week before event start date), you will be refunded your registration fee minus a $35 non-refundable processing fee. No refunds will be given AFTER XXXXX (one week before event start date).

Late Fee
Late fees are recommended to be implemented 2 weeks prior to the event. This allows you to have an accurate meal count for catering purposes. A late fee will encourage participants to register promptly.

Cash Handling Procedures
If you decide you want to accept walk on registrations, please contact UND Conference Services and Events to provide a quote for this service.

• No cash or checks may be collected onsite, unless managed by Conference & Events Services.
• All registrations are required to go through UND’s secure registration website, on a participant’s own device.
• You CANNOT allow a registrant to use a UND computer, or your personal computer, to register onsite and pay with a credit card. Participants may use their own laptop or mobile device to complete a registration while onsite.
• If you, or someone in your department is paying for a UND employee(s) to attend an event, you are required to pay with a Journal Entry. You are NOT allowed to use a Purchasing Card to pay for UND employees to attend a UND event.
• Solicitation for donations and the collection of donated funds need to be done through the Alumni Association.

UND Environmental Health & Safety
You need to complete the Activity/Event Approval Form with UND Environmental Health & Safety Office at least 2 weeks prior to your event date.

UND Parking & Transportation
You need to complete the Event Parking Request Form with UND Parking & Transportation after your event has been approved through the Activity/Event Approval Process.  Contact UND Parking & Transportation at least 2 weeks prior to your event date, if you need to arrange for parking. 

UND Dining Services
If you require catering for your event, contact UND Dining Services to coordinate your event related meals.  UND Dining Services requires your complete menu and RSVP number 8 days prior to your event.

UND Duplicating Services
If you require professionally printed materials for your event, contact UND Duplicating Services to coordinate your event related printing needs.  Contact UND Duplicating Services at least 2 weeks prior to your event date, to give them ample lead time on any printing needs.   

Campus Room Reservations
Are you looking for space on campus to host your event?  Consider contacting the following facilities for availability and pricing information:

Gorecki Alumni Center
ND Museum of Ar
UND Memorial Union
Ralph Engelstad Arena

For other questions or services, please contact Trish Young at 701-777-4894 or patricia.young@und.edu

• You are required to complete the Activity/Event Approval Form with UND Environmental Health & Safety Office at least 2 weeks prior to your event date.
• If you require additional services, beyond those stated in your work order, the Office of Conference & Event Services can provide you with a quote for a conference and event coordination service fee.
  • Registrants will not be able to pay with cash or checks at the door, without the assistance of Conference and Event Services.
• Per UND cash handling and credit card policy:
  • All registrations are required to go through the secure registration website, on the registrant’s own device (computer, laptop, phone, or tablet).
  • You CANNOT use a UND owned computer, or your personal computer for registrants to register onsite and pay with a credit card. You are NOT allowed to use a UND Purchasing Card to pay for UND employees to attend a UND event. Payment for employees should be done using a Journal Entry.
• You are NOT allowed to use a UND Purchasing Card to pay for UND employees to attend a UND event. Payment for employees should be done using a Journal Entry.
• All event related bills are the client’s direct responsibility. 

UND Environmental Health & Safety
You need to complete the Activity/Event Approval Form with UND Environmental Health & Safety Office at least 2 weeks prior to your event date.

UND Parking & Transportation
You need to complete the Event Parking Request Form with UND Parking & Transportation after your event has been approved through the Activity/Event Approval Process.  Contact UND Parking & Transportation at least 2 weeks prior to your event date, if you need to arrange for parking. 

UND Dining Services
If you require catering for your event, contact UND Dining Services to coordinate your event related meals.  UND Dining Services requires your complete menu and RSVP number 8 days prior to your event.

UND Duplicating Services
If you require professionally printed materials for your event, contact UND Duplicating Services to coordinate your event related printing needs.  Contact UND Duplicating Services at least 2 weeks prior to your event date, to give them ample lead time on any printing needs.   

Campus Room Reservations
Are you looking for space on campus to host your event?  Consider contacting the following facilities for availability and pricing information:

Gorecki Alumni Center
ND Museum of Ar
UND Memorial Union
Ralph Engelstad Arena

UND recognizes the positive impact of social engagement and participation in campus activities. UND will strive to provide students, faculty, staff and campus visitors with opportunities to engage in campus events outside the classroom while mitigating the spread of COVID-19. Given the fluid nature of COVID-19, event plans may need to be adjusted as conditions change to support the health and safety of the campus community.

Campus Activities & Events Guidelines

Review the Events Guidelines for allowable requests for the appropriate UND Safety Level for the time of the event.

The expectations for events held on-campus are consistent with UND’s Healthy Hawk Restart Guidelines.  

• Campus events include all group activities, public lectures, symposiums, workshops, trainings, conferences, concerts, orientations, internships/co-ops and other campus activities held on-campus.
• An event approval form must be completed for all events held in or on UND-owned property and all virtual/remote events.  Please adhere to the Event Policy and complete/submit Event Approval Form at least two (2) weeks prior to the event.
  • Academic courses and department/staff meetings are not considered campus events and do not need to have Event Approval Forms submitted.
• Event Approval Forms do not need to be submitted for events held at off-campus locations (e.g., the Ralph Engelstad Arena, the Alerus Center, the Empire Arts Theater, etc.).
• UND-sponsored events held at off-campus locations must be approved by the respective dean, director or vice president and they must follow the respective Safety Level Guidelines.
• Exceptions to the Campus Event Guidelines may be considered through the Event Approval Process or by the University President.
• The expectations for events held on-campus are consistent with UND’s Healthy Hawk Restart Guidelines.  

FAQs

Campus event guidelines are frequently changing. Event approval forms should be received by the Office of Safety at least two (2) weeks prior to the event.

Do virtual events need to be approved by the divisional vice president?  

No, they do not.  However, an Event Approval form Virtual must be completed for virtual events.

Should student organizations meet virtually, or should they organize an off-site meeting?

For safety reasons, student organizations should meet virtually, not off-site.

Are non-University sponsored event being allowed?

Non-University sponsored events are not allowed in Safety Level 1 or 2.

How can I provide hand-outs at an approved event?

Brochures, flyers, candy, promotional products, etc. should not be left out on a table unattended.  Limited, one-way contact is allowed to distribute these items.  Gloves are recommended.

How do I get approval for an event during Safety Level 1 and 2?

1. Request approval from divisional vice president.  A detailed email describing your event and safety protocols should be sent to that division's vice president requesting approval.
2. Complete and submit and Event Approval Form and attach a copy of the email approval from the divisional vice president.
3. Await approval and further instructions from the Office of Safety.

Are face coverings required for events where participants are more than six feet apart?

Yes, face coverings must be work during in-person events per the Face Coverings guidelines.

Do speakers need to wear face coverings at an event?

Yes, speakers are also required to wear face coverings per the Face Coverings guidelines.

Are there guidelines for UND events hosted off-campus?  Do they require an Event Approval form?

Events held off-campus do not require an Event Approval form.  All employees attending an off-campus event within the scope of their employment and/or representing UND in any capacity must follow the Healthy Hawks prevention requirements for the current Safety Level.

Will events be allowed in athletic buildings/spaces?

Only UND sponsored events will be allowed (with approval) in athletic buildings during Safety Levels 1 and 2.