Event Planning Guide for Student Orgs

Click here for the .pdf file for the PUC Student Organization  Events Checklist.

TO PLAN AN EVENT:

  1. Contact Facilities Services at 219-989-2133 or 2931 or email sullivan@purduecal.edu or pardonek@purduecal.edu to schedule room/concourse table/collection areas/outside location
  2. Obtain necessary forms on-line at http://webs.purduecal.edu/studentactivities/student-organizations/student-organization-forms/
  3. Student Activities must be notified if event is canceled
  4. Contracts are REQUIRED for all services paid and/or unpaid     

 

MEETING WITH FOOD

Approval Time – 5 business days with Chartwells

  • Schedule table with facilities
  • Submit online Scheduling/Event Form
  • Facilities Services Catering/Event Form
  • Food from off campus (Pick-up only and see back for more details)

 

MEETING WITHOUT FOOD

  • Schedule room with facilities
  • Submit online Scheduling/Event Form

 

INFORMATION TABLE 

Approval Time – 5 business days

  • Schedule table with facilities
  • Submit online Scheduling Event Form
  • Contact Student Activities, SUL-104B or call 989-2369 to reserve tables ONLY during special events, ie. Welcome Back Week

 

DANCE/BANQUETS/TALENT SHOWS

Approval Time -1 month

(Contact the Business Office for Student Affairs at 219-989-2610 if charging admission/ticket information.)

  • Schedule room with facilities
  • Scheduling/Event Form
  • Payee Certification and W-9 (if vendor is being paid for his/her services forms must be completed and signed by vendor, see Student Activities for details.)
  • Contract for Services (Must be completed by vendor, see back for more details)
  • University police required

 

FUNDRAISER

Approval Time – 5 business days minimum

  • Schedule room with facilities
  • Submit online Scheduling/Event Form
  • General Ledger Audit Form
  • Inventory Sales Control Worksheet
  • Student Organizations Merchandise Sales Report
  • Student Organizations are REQUIRED to deposit ALL collected funds into their organizations’ account following event

 

CHARITY/CLOTHING DRIVE

Approval Time – 2 weeks minimum

  • Schedule room/collection areas w/ facilities
  • Submit online scheduling/Event Form
  • Submit via email proposal regarding charity drive which must include the following:
    • Purpose
    • Date(s) of benefit
    • Who will benefit from the event
    • What items will be collected (i.e. cash donations, non-perishable food items, clothes etc.)

 

OUTSIDE SPEAKERS

Approval Time – 2 business weeks

(Contact the Business Office for Student Services at 219-989-2610 if charging admission/ticket information.)

 

CAR WASH (off/on campus)

Approval Time – 2 business weeks minimum

  • Schedule Location
    • Off campus-agreement from local business for use of their property required
    • On campus-contact Facilities Services
  • Submit online Scheduling/Event Form

 

CONFERENCES

Approval Time – 1 month minimum

  • Submit online Event/Scheduling Form
  • Submit conference/registration information
  • If requesting SGA Leadership funds, submit required forms (Contact SGA)
  • Submit Waiver Risk Form for each attendee
    • Include emergency contact name/phone contact and if driving

 

COOKOUTS

Approval Time – 5 business days

  • Schedule outside location w/ facilities
  • Submit online Scheduling/Event Form
  • Follow Catering and Food Handling Policies for Student Organization Cookouts

 

PUBLICITY FOR EVENTS

  • Publicity for events not allowed until event is approved
  • Flyers must be approved in the Student Activities office
  • News Briefs for local newspaper available through University Relations (must be submitted through Student Activities and event must be approved)
  • Contact Chronicle for newspaper brief at 989-2547 or SUL 344H
  • Review Facilities/Posting policy if needed

 

 CHARTWELLS

  • All food orders must be placed 2 weeks before the event.  Without 2-week notice a late charge may be added.

 

UNIVERSITY POLICE

(Organization may be responsible for University Police Wages.)

  • University Police must be present at large events or when money is involved. The Chief of Police has total authority in deciding if officers are required for event and number of officers needed.
  • All events with a transfer of money must have University police present.  Other evening events with a large attendance may also require University police.  See Karen Sullivan to schedule University Police for your event.  “Organizations are responsible for University Police wages.”  Assistance may be available through Student Activities.