8/14/2019 Club Meeting and Event Request Form

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Student activitiesMeeting & Event Request Form

Requests must be turned in a MINIMUM OF 1 WEEK in advance.Requests for SRC 1450, 1480, 1544, 2800 & OCC128 due a MINIMUM OF 3 WEEKS in advance.

Events that need additional resources require at least 5 weeks notice to begin planning.

Club Name __________________________ Student Contact ________________________________

Phone _______________________________Email _________________________________________Event Title__________________________________________________________________________For example: SAPB Officer Workshop or Student Leadership Member Meeting

Event Description_____________________________________________________________________

Day & Date Requested _______________________________________________________________

Meeting Start Time ______________________ Meeting End Time _________________________

Location Request (Include Backup)_______________________ Anticipated Attendance _________

ROOM SET-UPONLY IF YOU ARE REQUESTINGSRC 1450, 1480, 1544, 2800 & OCC 128

***Your Club Advisor may reserve a podium w/ microphone, DVD/VHS player, projector,flipcharts and overhead through the library (ext. 2126) if needed***

Additional set-up information: (Visit Student Activities SRC 1800 to choose from over 80 different setups!)

______________________________________________________________________________________________________

Event Resources (Require a planning meeting with your Liaison at least 5 weeks prior to your event.)

YES / NO CONTRACTS (for a performance, speaker, demonstration, workshop)YES / NO REQUISITIONSCashboxother _______________________________YES / NO STAGE (refer to pricing sheet in club resource room SRC 1800)YES / NO SOUND SYSTEM (refer to pricing sheet in club resource room SRC 1800)

Microphones: handheld #_______wireless #________clip-on #________

YES / NO ADMISSION CHARGE $ ______________YES / NO SERVING FOOD(includes cafeteria catering, ordering pizza, ordering outside catering)

If any of the boxes above are checked, you are requiredto meet with your Club Liaison and Scheduler to plan the event.It is the requesting students responsibility to set up the meeting at the

Student Activities Front Desk (630) 942-2243 or directly through your Club Liaison.(Over for Signatures)

8/14/2019 Club Meeting and Event Request Form

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STUDENT CONTACT: I HAVE READ AND UNDERSTAND THE FOLLOWING(Please check each box to acknowledge agreement.)

ALL submitted reservations must be approved by your Club Advisor. Reservations that DO NOT require any event resources DO NOT require a planning meeting

with your Club Liaison.

Reservations that DO require any event resources must be submitted to the StudentActivities Scheduler at least 5 weeks prior to the event date to reserve space.

Reservations that DO require any event resources must be approved by the Student ActivitiesClub Liaison.

Any large event requests made after the 5 week deadline run the risk of unavailable spaceand non-approval from the Student Activities Club Liaison.

No advertising or ticket selling is to be done until the completed event has been approved byyour Student Activities Club Liaison.

Campus posting must go through the Student Activities office. You may post directional signson the day of the event, but you MUST ALSO REMOVE THEM following the event. ONLY

MASKING TAPE may be used to attach directional signs to walls. No directional signs maybe posted on glass doors.

* Both a student contact and the club advisor must sign this form before turning it in.E-mailed approval from the Club Advisor to Scheduler (quirks@cod.edu) is also acceptable._________________________________________________ _________________________________Student Contact Date

CLUB ADVISOR: I HAVE READ AND UNDERSTAND THE FOLLOWING(Please check each box to acknowledge agreement.) I will reserve the necessary equipment through the library. I will be in attendance from set-up through clean-up and assure that college procedures are

followed.

_________________________________________________ _________________________________Club Advisor Date

APPROVED BY:_________________________________________________ _________________________________Club Liaison Date

_________________________________________________ _________________________________Club Scheduler Date Scheduled

_____________________________________________________Date Received (date/time stamp here) Received By (initials)STAFF DO NOT ACCEPT PAPERWORK WITHOUT STUDENT SIGNATURE AND CHECKED BOXES