CLUB EVENT CHECKLIST
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EVENT PLANNING
FUNDRAISING
PURCHASING
TRAVEL
 Culinary
Arts Catering Contract
Food orders, as with any expenditure of club funds, must
be approved prior to purchase at least three weeks prior to the event. For
events taking place on campus, the Culinary Arts department has first right
of refusal. For those events, the Club Advisor must fill out a Catering Contract
(appendix 9) and contact Debbie Van Camp (Ext#5347) for details on how to
complete your order. For events serving food not listed on the menu or
for parties of 50 or more 6 weeks notice is required. If your club will be
serving food to the public at an activity/event/meeting, you are required
to contact Debbie Van Camp for approval prior to submitting the necessary
paperwork to the Office of Student Life.
Fundraising
Proposal Form
Please submit the Fundraising
Proposal Form appropriate for the type of fundraising. While turning
in the Proposal form please schedule an appointment with the Program Coordinator,
Student Programs to sort out logistical details. Deposits are to be made
daily-Refer to Article III, Section 5 of the S&A Financial Code for
details.} A waiver may be obtained from the daily deposit requirement with
authorization from the Dean of Student Life. Fundraising events must be
approved in advance. If requested on the Fundraising Proposal Form the
Office of Student Life will provide you with a cashbox and cash handling
procedures. Receipts must be issued for all monies collected through ticket
sales, and items donated for fundraising events (see fundraising checklist).
A receipt book will be issued by the Office of Student Life for this purpose.
A deposit form must be completed with a Office of Student Life staff member,
then deposited with the Cashier in Bldg#25 the same day it is collected.
Purchase
Requests
This is the form required for purchasing any item, including paying for
hotels, airline tickets, guest speakers/lecturers. Purchase requests must
be submitted at least three weeks prior to purchasing. All purchase requests
must be signed by both the club advisor and a club officer. For all purchases
made directly by the club (i.e. Top Foods) receipts must be turned into the
Office of Student Life immediately after purchase. Any expenditure of club
funds must be approved by the Office of Student Life prior to purchase. Monies
will not be reimbursed if spent prior to signed approval. Please specify
any deadlines and special payment procedures in the Special Instructions
area of the Purchase Request.
Hotels - Reservations are made and paid for by the Purchasing Manager
with the college credit card.
Airline - Reservations are made with a State-approved travel agency
by the Business Office only.
Conference Registration - Purchase Requests must be submitted three
weeks prior to the registration deadline, not the day of the conference.
A check can be issued or registration may be made with the college credit
card.
SPSCC Bookstore charges - may be completed by contacting the Program
Coordinator, Student Programs.
Please see the Club Handbook Appendix for examples of the above Purchase
Requests.
Speakers/Contracted Performers
Performance Agreement
If the speaker/performer does not have their own contract,
the Office of Student Life can provide you with a Performance
Agreement. We must receive an original contract signed by the performer
before processing. Contracts are not valid until they are signed be the Dean
of Student Life and the VP of Administrative Services. The college will not
release a check to the performer until after the performance. No deposits
or advance payments are allowed.
Remember: all contracts must have a Purchase Request attached
in order for the performer to be paid and the PR must be signed by both
a club officer and the club advisor.
The Business office cannot process payment without the performer's tax identification
number.(SSN/EIN)
Payment/Invoice Voucher
Payment checks will be picked up by a club officer the day of the performance
from the Cashier's in Building #25. The Cashier's will also issue an invoice
voucher which must be signed by the performer when receiving payment. This
voucher must be returned to the Business Office that same day.
Publicity
Office of Student Life Graphics Department(Ext#3116)
Posters, flyers and web promotion can be requested from the Graphics Room. You
must allow at least two days for completion of single poster orders. If your
request is for two or more posters a proof will be available within two days
of request. After the proof is approved, allow three days for completion of
the entire order.
Travel
Authorization
Travel Authorization- Travel Authorizations allow you to receive meal advances,
make vehicle reservations and provide for reimbursement of expenses. Unless
the actual travel will be provided by the students themselves a Travel Authorization
will be necessary. Club Advisors and the Dean of Student Life will need to
sign the Travel Authorization before it can be processed.
" In-state travel ……………………………..three
weeks
" Out-of-state travel………………………..
five weeks
The VP of Student Services is the signing authority on all out of state travel.
International travel can only be supported utilizing fundraised monies, requires
a three month deadline and must be approved by the College's Board of Trustee's.
Please be advised that if your conference or hotel reservations have a deadline
of their own then your paperwork must be submitted 3-5 weeks (depending on
your destination) prior to that date not prior to the date of departure.
For all travel a list of all students attending must be attached along with
their student ID #'s. For hotel, registration, airline purchase requests
see Purchasing below.
Travel
Expense Voucher
All meal/travel advances and reimbursements must be accounted for within
10 days after returning. If not submitted within that time participants may
have to reimburse the club budget for travel expenses. All expenses must
be anticipated on the travel authorization in order to be reimbursed. Receipts
will be required for all reimbursements. No expense will be reimbursed unless
pre-approved on the Travel Authorization.
Van Reservation
Vehicle Reservations
The Club Advisor must contact Tracie Highlan (#5327) or email Vehicle Reservations to
make reservations for a van. The college has an 8 and a 15 passenger van
that each rent for $45 and $50/day respectively. Both the State Motor Pool and Evergreen have vehicles which you may reserve, check their rates here: State
Motor Pool or the Evergreen
State College.
Off
Campus Event Form
Travel not requiring an advance or vehicle/airline reservations do not
require a travel authorization. Please have students and club advisor traveling
sign the Off Campus Event form and turn that in with any purchasing documents. Make
sure to always include student ID numbers.
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