Contracts

Generally, when the sponsoring organization is securing services of an agency, company, or individual they will create an agreement or contract between the two parties.  Contracts are typically drawn when money will be exchanged as payment for the services (for example, an honorarium for a speaker event), but even if there is no cost involved, it is recommended that an agreement be made between the two parties in writing.

Contracts involve a multitude of technical and legal information, and sometimes can be confusing to decipher.  With that, the sponsoring organization is asked to consult the Center for Student Leadership, Involvement, and Service (CSLIS) when entering into a contract agreement.  Under no circumstance should the sponsoring student organization sign a contract before consulting with the CSLIS office.

Finances

Hosting events requires significant financial responsibilities of the student organization; therefore it is important to build an event budget early on in the planning process to account for all costs and potential revenue sources.  Fundraising on and off campus is a great way to offset event costs.  

Club Account

All student organizations hosting events on campus must have an active club account with the Associated Students business office.  Student organizations with delinquent accounts, or who are not in good standing, will not be permitted to do business (schedule facilities, pay performers, etc.) for the special event until the account is cleared. 

Event Costs

The sponsoring student organization is required to pay for all event and staffing expenses related to hosting a special event on campus, including (but not limited to) box office fees, catering, and event security. All charges related to the event will be automatically charged to the organization’s club account.

The student organization may also apply for an on-campus programming grant to cover applicable costs through the Associated Students if the event is not ticketed or revenue generating AND is open to students on campus.  Click here for a full breakdown of the grant policy.

The Center for Student Leadership, Involvement, and Service (CSLIS) reserves the right to, at any time, request that the sponsoring organizations submit a complete budget, outlining how related costs will be paid for. 

Event Revenue

Gross ticket sales collected for the event must be directly deposited into the sponsoring organization’s Associated Students club account. 

If money collected from revenue does not cover all event charges (costs), the sponsoring organization is responsible for paying the difference. 

For an event where revenues will not be generated (i.e. through admission charges), the organization must provide proof to the Center for Student Leadership, Involvement, and Service (CSLIS) that all related charges will be paid for in a timely manner. 

Payment to Vendors

Payment to agencies, companies, or individuals performing a service for the event will come from the sponsoring club’s account in the form of a check.  It is the club’s responsibility to: