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Below is a quick guide to event planning both on and off campus. |
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On Campus Events |
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Step 1- Event Registration |
Submit an Event
Registration prior to your event. You will receive an email confirming approval or denial of your event. |
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Step 2- Reserving Space |
| To reserve space on campus, complete the new Online Facilities Request Form. TThis link contains the instructions for filling out the form. |
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Step 3- Food |
| To purchase food from Chartwells, submit a Purchase
Requisition Form, quote from Catering, and minutes to Student Activities before the event. Chartwells Catering - Good Cents Menu |
| To purchase food from off-campus vendors, you must complete a Purchase
Requisition Form and hand it in the Student Activities with minutes from your club. A limit of $150 can be spent with off campus vendors. |
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Step 4- Goods |
| Wal-Mart Card- The easiest way to purchase goods is with the Wal-Mart card. Simply contact Chris Ambrosio with a date and time you would like to reserve the card. Submit a Voucher with minutes to the Student Activities office. |
Purchase Order- Many businesses allow you
to purchase goods without sending payment until after the goods are received. This provides more protection for your club as the Purchasing Department will not send payment unless the goods were received and you are happy with your purchase. If the vendor accepts purchase orders, submit an official quote from the business, a Purchase
Requisition Form, and minutes to the Student Activities Office. |
Cash Advance- If you are purchasing goods from several vendors, you have the option of getting a cash advance. Submit a Voucher and minutes to the Student Activities office. A check will then be cut in your name (Max $300). |
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Step 5- Services |
| When hiring a business for services (ie DJ's, Speakers, etc) an Honorarium must be completed along with a non-discrimination form and a corporate resolution (see the Financial Paperwork tab for supporting documents). Please see Chris Ambrosio in Student Activities before completing this process. |
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Off-Campus Events |
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Step 1- Event Registration |
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Step 2- Travel Authorization Form |
| All expenses for your travel will be paid by using the Travel Authorization Form (TA). These expenses have been broken down into several areas below. Please attach all additional documents (if applicable) to the TA. |
Flights- All flights must be reserved through Sanditz Travel Agency (1-800-858-4456). When calling for quotes, let them know it is for Eastern business. They allow you to hold a reservation for 24 hours without actually booking the flight. When you are ready to hand in all paperwork for the trip, you can call Sanditz and reserve your flights. Be sure to have the correct names (as it appears on state ID) as well as the date of birth for everyone traveling. |
Hotel- If you are booking a hotel for your trip, obtain an official quote as well as a w-9 from the hotel. The university has the ability to hold rooms on the university purchasing card if you don't feel comfortable doing so with your personal card. |
Food- All money for food when traveling can either be paid by way of a check cut directly to the vendor (obtain a quote from the vendor) or a check cut to the person who's name is on the Travel Authorization form. |
Registration- If there are registration fees associated with your trip, obtain a quote from the vendor as well as their w-9 and attach it to the Travel Authorization form. |
All Other Expenses- Any other expenses that you will incur during travel can be put into the "other" portion of the Travel Authorization form. |
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Step 3- Submission |
After attaching all documents to the TA and an advisor signature, submit to Chris Ambrosio in Student Activities (Student Center 224). |
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If a University Van is required for your travel, submit an Online
Van Reservation
*TA must be in before Van Request can be processed*
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