Event Lottery

Event Lottery Description

Kean University uses a lottery system for organizations to schedule dates in Downs Hall for parties and other large social events (dinners, cultural events, fashion shows etc.).

Specific Dates for Downs Hall are reserved in advance and presented to the Student Groups on the day of the lottery to select from.  The Event Lottery is a Student Groups last opportunity to request Downs Hall for that particular semester.  After the Event Lottery has taken place Downs Hall will not be reserved for Student Groups unless an appeal has been submitted to The University Center Operations and Event Management Office and approved by the Events Board Committee

  • Parties are usually reserved on the following days: Thursday, Friday and Saturday’s between the hours of 9 pm-1am. 
  • Social Events are usually reserved for Sunday, Monday, Tuesday and Wednesday’s between the hours of 7am-11pm. 
Groups interested in having these events need to have an Executive Board member, preferably the President, present on the day of the lottery. Non-Funded groups must meet with the Program Assistant for Student Involvement in the Center for Leadership and Service, and Greek Organizations must meet with Assistant Director for Greek Life in the Center for Leadership and Service before they can enter the Party Lottery. Funded Groups must meet with the Director of the Office of Student Government after the party lottery.

Event Lottery Procedures

Each represented organization’s name is placed in a container and drawn by the Scheduling Coordinator.  The organization that is selected first is given preference as to which date they would like for their event in Downs Hall, and so on.

Student groups will be permitted to schedule one date per semester.  Organizations will not be permitted to schedule an event if they are not in good standing with the Center for Leadership and Service.

Please note that if a student group must cancel an event, a cancellation form must be completed and submitted at least two (2) business days prior to the event.  If the form is not submitted on time, the group will be responsible for all costs and fees associated with the event.

Required Meetings

An Organization sponsoring a party is required to attend two (2) organizational meetings with the Coordinator of Special Events prior to the event to be informed of their responsibilities.  The first meeting being two (2) to four (4) weeks before the event based on the event having an internal or external band(s), entertainer(s), and/or DJ(s).  The second meeting is to take place one (one) week prior to the event.  Additional meetings with staff in the University Center Administration, Campus Police, the organization and advisor(s) will be scheduled as needed.  Failure to meet the above requirements can result in cancellation of your event.

ATTENDANCE IS MANDATORY PRIOR TO THE SCHEDULED EVENT.  FAILURE TO ATTEND THE MEETING WILL RESULT IN THE LOSS OF THAT EVENT, AND SUBSEQUENT EVENTS FOR THE REMAINDER OF THE ACADEMIC YEAR.

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