Student Organization Handbook

Student Organization Handbook

Table of Contents

Article I: Definitions

Ohio University registered student organization (RSO) is defined as a group of five or more currently-enrolled OHIO students and a designated faculty/staff advisor whose primary goal is to advance a common purpose, mission, goal, or interest; all organizations must be registered with the Center for Student Engagement and Leadership (CESL) to be recognized. 

Ohio University Heritage College of Osteopathic Medicine (RSO) meets the same requirements of an Ohio University (RSO) but must also be medically focused to create awareness, engage with the community and provide additional out-of-class opportunities for training, lectures, professional development, and networking. These organizations also register with OUHCOM annually. 

Student organizations are active on each of our campuses. Official student organizations are listed on the Student Affairs website under student organizations. Criteria to become an official student organization are below:   

• Membership Minimum Requirements (Athens – 13 Students, Dublin – 8 Students, Cleveland - 7 Students). Multi-campus organizations must meet the expectations of the largest campus involved. 
• Hold 2 events per semester to benefit the membership of the organization
• Have at least 3 OMS II Officers (Must include a President and Treasurer position)
• Identify an OUHCOM affiliated advisor (Clubs specifically serving upper classmen may have OMS III and IV officers) 

At the Ohio University Heritage College of Osteopathic Medicine, all student organizations fall under the jurisdiction of the Student Government Association, with the Student Government Association Vice President spearheading communication for each campus. 

Interest Groups 

Interest groups are defined as a group of students who want to create a new organization but may not meet the criteria for Student Organizations (i.e.: not enough members, do not host and organize 2 events per semester, etc.). Interest groups do not need to be medically focused. Interest groups can hold meetings, collaborate with other organizations, fundraise, etc. but will not be listed as an official organization nor will they receive priority scheduling for their events, nor will they recruit new members at the organization fair. Interest groups cannot have university financial accounts. Interest groups are asked to register so that they can be added to the website. Registration for interest groups is open during the same period as student organizations. Once student organization registration closes, interest groups may still register themselves by requesting the registration password from their campus Student Affairs contact.   

Article II: Creating a New Student Organization

To ensure sustainability and meaningful engagement, any group seeking to establish or restart a student organization must first function as an interest group for one academic year. This period provides an opportunity to assess student interest, build membership, and demonstrate the ability to meet the expectations and requirements of a recognized student organization

Things to consider:  

• Can your campus meet the minimum requirements of active members to be a student organization (Athens - 13 students; Dublin – 8 students; Cleveland – 7 students)? Multi-campus organizations must meet the expectations of the largest campus involved.   
• Will this organization exist on all three campuses or only one or two?   
• Can this organization combine with an already existing organization to produce more members, better programming, and maximize funding resources?   
• Is there sufficient membership interest in this organization to sustain it for more than one year? 
• Is there a national or regional organization with similar goals or topical interests that you could affiliate with? 
• Is there a faculty or staff member who is able and willing to serve as your advisor?   
• Do you have at least 3 OMS II officers, with one being the President and one being the Treasurer (Clubs specifically serving upperclassmen may have OMS III and IV officers)? Officers are included in the membership total. 

Steps to establish a new organization (must be completed in order):  

1. Meet with your campus Student Affairs advisor to discuss your idea!   
2. Gauge the interest of students and ensure you meet the minimum number to establish a club
3. Submit a draft Constitution to your Student Affairs advisor for review and approval. 
4. Election of Officers
5. Your Student Affairs advisor will share a link to the Student Organization Registration Form and password to submit the following information:  
   • Single or Multiple Campus Organization
   • Organization Name
   • OUHCOM affiliated Advisor (First and Last Name, Degree, & Email)
   • Determine membership annual dues for HCOM and/or National Organization (if required) 
   • Description of Medical Focus
   • Mission Statement 
   • Services or Philanthropic events provided to the Community, College, or Osteopathic Profession
   • Define a tentative schedule of events for the academic year (at least 2 per semester)
   • Complete a roster list of officers 
   • Submit a copy of the organization by-laws and constitution (See example in Appendix A at the end of this document) 

New Interest Groups can be formed from March 1^st until the roster reporting deadline, which is one month after the student organization fair in the Fall. First-year members cannot be solicited until after the Fall organization fair.

Article III: Requirements for Existing Organizations

Register the club/organization annually by: 

• Registering with Ohio University. 
• Registering with Heritage College by the first Friday of June.

More Information about Heritage College Student Organization Registration

Host at least 2 events per term: 

All organizations must uphold organizational status by having at least two events per academic term: 

• Registered activities that qualify as events include: Club meetings, fundraisers, speakers, extra-curricular CTAC and OMM practice labs, co-sponsoring an event with another organization, etc. However, an organization may not use club meetings to count as more than one event. For example, even if you have two club meetings in one term, you may only count one of those meetings as an event. For fundraising events, the entire fundraiser will count as an event, not each individual day.   
• These events must be registered with the Heritage College online using this link: Registration of Events. Please note: You must also register any club officer meetings for which you need to reserve a room on campus, even though these will not count towards your event total. Teams officer meetings do not need to be registered. All registrations must adhere to registration deadlines. Events cannot be submitted after they have occurred. 

Participate in the Fall Student Organization Fair: 

• All registered student organizations are expected to participate in the Student Organization Fair in the Fall.   
• Each organization is responsible for providing their own information to be displayed at an informational table.   
• OUHCOM will provide one table per organization (as space allows). 
• Each organization may advertise their organization in no more than one recruitment announcement in the weekly campus newsletter. You may also post unlimited club announcements in your campus’ GroupMe.
• No student organization may register members prior to the Heritage College Organization Fair.

Meet the membership requirement:

All student organizations must report their complete officer and membership roster in Bobcat Connect and to HCOM Student Affairs within one month of their campus’ student organization fair. Upload the Roster to Student Affairs (the form for roster uploading to Student Affairs is password-protected - your campus Associate Director of Student Affairs or Associate Director of Student Events and Leadership will provide the password after Fall Student Organization Fair).

Attend the Student Organization Training Meeting: 

Each organization’s President and Treasurer must attend the Student Organization Training meeting (all other officers are encouraged to attend):   

• The Student Organization Training is chaired by the SGA Vice President and Treasurer from each respective campus, and provides information on organization requirements, event guidelines, and operational procedures per campus. 
• If the President and Treasurer cannot attend, two representatives from the organization may do so in their place. Failure to have two members of your organization attend may result in additional meetings with Student Affairs. 

Article IV: Elections

Each organization should decide on an election process (voting process) and have that process outlined in their constitution. First-year students cannot be Executive Board members until their spring semester, unless they are a first-year liaison. Each student organization may have one first-year liaison. All organizations must elect at least 3 rising OMS II officers, with one being the President and one being the Treasurer (Clubs specifically serving upper classmen may have OMS III and IV officers). Please report election results to the SGA Vice President and/or Associate Director of Student Affairs/Associate Director of Student Events and Leadership on your campus by the end of March. All first-year Liaisons must be reported by the roster deadline, which is one month after the Organization Fair.

Timeline: 

Based upon the SGA Constitution (Article VI: SGA Officers Class Officers and Student Organization Elections and Terms, section 1), the timeline for elections are as follows: The election process should be initiated as soon as possible after returning from winter break. SGA Officer elections and Student Diversity and Inclusion Officer selection by each campus' SNMA will be held concurrently, followed by Class Officer elections, followed by Student Organization elections. All elections should be completed prior to the end of March. All newly elected officers are expected to actively participate in the transition of leadership (i.e. one-on-one training with the outgoing officers, attending the Student Organization Training Meeting, etc.) and shall assume shared responsibilities with the official term of the new officers commencing at the time of the SGA transition meeting in February.

After the student organization fair, each organization may also elect ONE First-year Liaison. Other interested first-year students may take on committee roles or participate in the student organization without a title. All fall semester officer elections must be reported within one month of the student Organization Fair.  

Considerations for Distribution of Leadership:  

Article V: SGA Officer Positions, Section 3. The SGA Presidents, Vice Presidents, and the Class 

Presidents shall not (concurrently within their term of office within SGA) hold the office of President or Vice President in their class or in any other organization whose constituency is comprised of Heritage College students. SGA Officers and Class Officers may, however, hold committee positions. This rule is subject to exemption based on SGA majority vote. Exemptions are only subject to vote if the club would cease to exist without them or if there are no other candidates running for that position. The goal of this rule is to prevent over-commitment of students and to distribute leadership to other members of the student body. 

Article V: Procedures Guide

Note: Policies and procedures are subject to change. Student Organization Presidents and Treasurers will be notified of changes either at the Student Organization Training Meeting or via email from the Office of Student Affairs or the SGA Vice President.  

Event Scheduling/Planning Process:  

All student organization events must be scheduled through the Event Registration form. This form allows for appropriate spaces to be reserved as well as video conferencing to be scheduled. Please keep in mind the important information below:   

▪ Meet with your Student Affairs advisor if you have an idea for an event that you need support in planning. 

▪ Event registration forms must be submitted at least 2 weeks in advance of your event. Please reference the Event Registration form for additional event parameters, as certain events require even more than 2 weeks’ notice for approval. 

▪ If an event spans multiple campuses or is cosponsored, only one campus/organization needs to submit an event request. 

▪ Do not begin advertising until you receive notification that your event has been approved. 

▪ A Teams link will be created and provided to you for all event requests. 

▪ Send information you want advertised to the whole campus to the person in charge of the Weekly Newsletter/Digest. Do not send emails to campus listservs about your events.

▪ If the event is related to curriculum content, it must be available to all campuses. 

▪ No OMM except on OUHCOM students. 

▪ Fall event registrations can be submitted beginning July 1^st. Spring event registrations can be submitted beginning December 1^st. The event registration form will close during the university’s winter break closure (approximately 1 week), and from the end of Spring Semester to July 1^st.

▪Please reference the Student Organization Event Planning Checklist in Appendix B at the end of this document for an easy to follow guide to use as you plan your event.

Funding:   

In an effort to support educational programs at the Heritage College, campus specific funds are available. No start-up money is given to student organizations from the Heritage College. Requests can be made for the following but are not limited to: speaker presentations, attendance at national conferences, and community outreach programs. All interested students and student organizations are encouraged to apply as early as possible for funding during the academic year. Requests are granted on a first-come, first-serve basis; there are limited funds available to support national conference attendance. Funding requests by campus can be submitted online. Please contact your campus Associate Director of Student Affairs/Associate Director of Student Events and Leadership if you have questions or would like to discuss a funding idea. 

Organization Financials/Treasurer Information: 

Treasurers are responsible for overseeing all club finances. Student Organization members should work with their treasurers to coordinate reimbursement and to plan organization events to make sure adequate funds are available. Treasurers should reach out to the Associate Director of Student Affairs/Associate Director of Student Events and Leadership on their campus for any questions/concerns for managing their account. 

Fundraisers: 

Organization fundraisers are helpful ways to raise funds for org events, travel, community engagement and brand messaging. The following guidelines are to be followed in order to have successful and appropriate fundraisers:   

• Clubs can sell HCOM/OU branded items or apparel with consultation from Student Affairs. Your sale and the use of any university logos must be approved in advance.
• University/College logos cannot be used without permission. Check with Associate Director of Student Affairs/Associate Director of Student Events and Leadership on your campus for information about the process for gaining permission. (see additional information below regarding the USE OF OFFICIAL UNIVERSITY AND COLLEGE BRANDING). 
• Organizations spanning multiple campuses should communicate with partner organizations to share designs for club fundraisers. 
• Profits from a 3-campus sale will be divided based upon the amount purchased/sold by each specific campus unless otherwise agreed upon in advance. If an alternative agreement is made, it must also be approved by Student Affairs. 
• Student organizations are not considered tax exempt due to funds coming from dues and fundraising. 
• Tax ID: Student organizations can use the Ohio University Tax ID number for fundraising (this is a common request for fundraisers through Chipotle, Buffalo Wild Wings, etc.) Check with Associate Director of Student Affairs/Associate Director of Student Events and Leadership on your campus for information about the Tax ID number.

Use of Official University and College Branding:  

• The university controls the use of the official Ohio University mark and other related marks, including the Attack Cat and the Paw. Use of these marks by student organizations is prohibited except with express written approval. 
• The University Seal is only used at Presidential events. 
• Student organizations are allowed to use the words “Ohio University,” “OU,” or “OHIO” as part of their organization’s name. 
• OUHCOM Student Organizations are also allowed to use “HCOM, OUHCOM, and Heritage College of Osteopathic Medicine. 
• Existing college or university logos may not be altered in any way, and new logos for the college cannot be developed. 
• All designs without official marks must be approved by Associate Director of Student Affairs/Associate Director of Student Events and Leadership on your campus.
• Contact your campus Associate Director of Student Affairs/Associate Director of Student Events and Leadership for information about the process for gaining permission to utilize University/College official marks/branding.

Article VI: Advisors

Prospective student organizations are responsible for identifying and appointing an Advisor. Advisors must be affiliated with OUHCOM, and should ideally be someone with an interest or professional experience that is aligned with your organization’s focus. You will need to report your new Advisor on your annual HCOM registration. If your Advisor changes during the academic year, please notify the Associate Director of Student Affairs/Associate Director of Student Events and Leadership on your campus. Please reach out to your Advisor for information about networking opportunities related to your organization’s purpose, and suggestions on potential speakers for events. 

Roles & Expectations: 

An advisor accepts responsibility for keeping informed about activities of the organization and for advising officers of the organization on the appropriateness of policies and activities. If advisors have questions about policies, space usage, etc. they should consult with Student Affairs. Advisors should be both accessible and interested and should provide whatever counsel a group or its members might seek. 

Given the numerous purposes, activities, and objectives of various student groups, the role of the Advisor will vary in some degree between student organizations. The purpose of this section is to outline basic roles of an Advisor. As groups vary in their expectations and needs, it is important that an advisor develops an understanding of the organization and their role and involvement. The advisor and group should agree on a set of expectations of one another from the onset of each academic year. The following are some of the roles that can be assumed by an advisor:   

• Mentor   
• Team Builder 
• Conflict Mediator   
• Policy Interpreter   
• Educator 

The Heritage College asks individuals to agree to take on an advisor role to commit to the following: 

• Involvement with organization meetings, events, and activities   
• Advocacy for the organization and its members
• Following all University and College Policies and Procedures

Appendix A: Helpful Links

Student Organization​s

• All Confirmed HCOM Events

TOUCH​

• OUHCOM Athens TOUCH Give Pulse​
• OUHCOM Dublin TOUCH Give Pulse
• OUHCOM Cleveland TOUCH Give Pulse
• Video Instructions for logging TOUCH hours​

Student Conference Funding​

• Student Funding Information and Requests
• Approved Conferences for Absence

Center for Student Engagement and Leadership (CSEL) - Remember these resources are for Student Organizations at Ohio University outside of the Heritage College and some of the information may differ for Heritage College Student Organizations. Please direct any questions to your campus, Associate Director of Student Affairs/Associate Director of Student Events and Leadership. 

• Student Organization Handbook
• Student Organization Treasurer Manual

Appendix B: Sample Club Constitution and By-Laws

All student organizations must create and submit a constitution as part of the registration process. Below, we’ve provided a rubric that groups should use while creating their constitution. We show suggested language as well as notes that may help you think through what information you should include. Please include each section you see below in your final document, except Article 1, Section B, if it does not apply to your organization. You may adjust the language and expectations within each section to fit your organization. However, Article II, Section A, Items 1 and 2 must be included word-for-word. You can add additional sections to incorporate any unique expectations for your organization that aren’t included in this example. Each year, student organizations must submit their constitution to the Campus Involvement Center and Student Affairs as a part of the annual re-registration process. Please review and update your constitution annually so it accurately reflects your organization’s policies and practices.

ARTICLE I: ORGANIZATION NAME & PURPOSE

Section A: Name – The name of this organization shall be [name].

Section B: National Affiliation – If the club is a member of a national or state organization, add the following statement and attach a copy of the national constitution as it will become part of this document: “The rules and regulations of the National Constitution shall be followed when not inconsistent with the rules and regulations of Ohio University.”

Section C: Purpose – The purpose of this club shall be:

1. [List in detail the purposes and objectives of the clubs.] 

2.

3.

ARTICLE II: MEMBERSHIP & DUES

Section A: Non-Discrimination Clause

"This organization does not discriminate on the basis of age, ancestry, color, disability, ethnicity, gender, gender identity or expression, genetic information, military service or veteran status, national origin, pregnancy, race, religion, sex, sexual orientation, or any other bases under the law, in its activities, programs, and admission." 

Section B: Membership Statement 

Choose 1 of the Following:

For Non-Religious Organizations

This organization commits to compliance with Ohio University’s Policy #40.001 “Nondiscrimination in Education and Employment.” Accordingly, this organization does not discriminate on any basis identified in policy #40.001 in its activities, programs, and admission.

For Religious Organizations 

"In accordance with Ohio Revised Code section 3345.023, membership in this organization is open to all students currently enrolled at Ohio University who are interested in the ________________________ faith/church."

Section C: Hazing Prevention and Mandatory Training​

In Summer 2021, The Ohio Legislature passed Senate Bill 126, a bill intended to address the problem of hazing that is affecting college and university students across Ohio and put an end to this type of predatory behavior that may cause injury or death. A provision of the bill includes that all student organization members and advisors will complete hazing education training.​

In addition to abiding by the guidelines set forth in Ohio University's Hazing Prevention policy, Policy 23.010,  members of our organization will complete Ohio University's mandatory hazing prevention training. Any advisor, member, or potential member who has not completed training will be removed from the organization by Ohio University and prohibited from participating in organization events.

Section D: Retaining Membership - To remain a member of this club, an individual must participate in at least 1 event each semester in which they are enrolled.

Section E: Dues – Dues shall be $ per year. [List OUHCOM, national, and/or state dues separately if applicable].

Section F: Revocation of Membership – Any member may be terminated for cause. Sufficient cause for termination shall be violation of the Bylaws, and/or any conduct contrary to the interest of the club. Termination of membership shall be based on three-fourths vote of the membership, provided that a statement of charges has been administered to the individual at least 20 days before final action is taken thereon. This statement shall be accompanied by a notice of the time and place of the meeting at which the charges shall be considered, and the member shall have the opportunity to appear in person or be represented in order to present any defense to such charges before any action is taken.

ARTICLE III: OFFICERS

Section A: Officers – The officers shall be a President, Vice-President, Secretary, Treasurer, and the optional First-year Liaison. [These are general officers, you may edit this officer list as based on the needs of your club. However, the President, Treasurer, and an optional First-year Liaison are required for each club. You will have the opportunity to elect ONE First-year Liaison in fall, and you will need to define those duties in your constitution before you register so the position exists if you decide you want to fill it later]

Section B: Eligibility – Officers must be [Ex: Rising second year students who are enrolled in the election semester and are currently in good academic standing. Students who go on a full semester leave of absence or are dismissed from the university at any point after the election forfeit their officer role.]

Section C: Election – Officers shall be elected by club members through a closed ballot and simple majority vote process. Election of new officers shall take place at a time set forth by the current executive board in accordance with the timeline provided by Student Affairs.

Section D: Term – The officers shall serve for one year and their term of office shall begin after the March election.

Section E: Vacancy – If a vacancy occurs in the office of President, the Vice-President shall assume the office for the remainder of the term and vacancies in any other office shall be filled by a special election.

ARTICLE IV: DUTIES OF OFFICERS

Section A: President – It shall be the duty of the President to:

• Preside at meetings
• Vote only in case of a tie
• Represent the club
• Appoint committee chairpersons subject to the approval of the Executive Committee
• Serve as an ex-officio member of all committees except the nominating committee
• Perform such other duties as ordinarily pertain to this office

Section B: Vice-President – It shall be the duty of the Vice-President to:

• Preside in the absence of the President
• Serve as chairperson of the Program Committee

Section C: Secretary – It shall be the duty of the Secretary to:

• Record the minutes of all meetings
• Keep a file of the club’s records
• Maintain a current roster of membership and edit Bobcat Connect to reflect roster changes so it remains up to date
• Issue notices of meetings and conduct the general correspondence of the club
• Submit event advertisements through the campus weekly newsletter and/or GroupMe (not via email using the class listservs), and stay informed about all event promotion policies.

Section D: Treasurer – It shall be the duty of the Treasurer to:

• Receive all funds and process requests for reimbursement or payment, submit deposits, and submit funding requests on behalf of the organization.
• Keep an itemized account of all receipts and expenditures and regularly check OBI to verify the money moving in and out of your account matches your records.

Section E: First-Year Liaison

• Position Information:
  • This is an optional position that can be filled if there is OMS I interest in the fall following spring student organizations elections
  • Students must be elected to this role within a month of the student organization fair
• It shall be the duty of the First-Year Liaison to:
  • Report to the President
  • Serve as a liaison between club members in the first-year class and the other club officers
  • Other duties as appointed by the President, which should not duplicate duties already assigned to other club officers in this constitution

ARTICLE V: MEETINGS

Section A: Meetings – Regular meetings shall be held monthly during the regular school year.

Section B: Special Meeting – Special meetings may be called by the President with the approval of the Executive Committee.

Section C: Quorum – A quorum shall consist of [example: two-thirds (2/3)] of the membership. [The number required should be small enough to ensure that a quorum will usually be present but large enough to protect the club against decisions being made by a small minority.]

Section D: Parliamentary Authority – Robert’s Rules of Orders, shall govern this club in all cases to which they are applicable and in which they are not inconsistent with these bylaws.

ARTICLE VI: EXECUTIVE COMMITTEE

Section A: Responsibility – Management of this club shall be vested in an Executive Committee responsible to the entire membership to uphold these bylaws.

Section B: Membership – This committee shall consist of the officers as listed in Article III and the faculty advisor.

Section C: Meetings – This committee shall meet at least once between regular meetings of the club to organize and plan future activities.

ARTICLE VII: ADVISOR

Section A: Selection – There shall be an advisor who shall be selected each year by the membership. The club President must share the following duties with the advisor before they accept the position.

Section B: Duties – The responsibilities of the faculty advisor shall be to:

• Maintain an awareness of the activities and programs sponsored by the student club.
• Meet on a regular basis with the leader of the student club to discuss upcoming meetings, long range plans, goals, and problems of the club.
• Attend regular meetings, executive board meetings as often as schedule allows.
• Assist in the orientation of new officers.
• Explain and clarify campus policy and procedures that apply to the club.
•    Maintain contact with Student Affairs.
• Provide direction in the area of parliamentary procedure, meeting facilitation, group-building, goal setting, and program planning.
• Assist the club treasurer in monitoring expenditures, fundraising activities, and corporate sponsorship to maintain an accurate and up-to-date account ledger.
• Inform club members of those factors that constitute unacceptable behavior on the part of the club members, and the possible consequence of said behaviors.

ARTICLE VIII: COMMITTEES

Section A: Program Committee – A program committee composed of the Vice-President as chairperson and four other members shall be appointed by the President before the end of spring semester in which you are elected, whose duty shall be to plan the overall program of the club.

Section B: Other committees – [List other committees germane to the club such as finance, publicity, membership, professional relations, social, etc.]

Section C: Special Committees – The President shall have the authority to appoint any special committees, with the approval of the Executive Committee, from time to time as need demands.

ARTICLE IX: AMENDMENTS

Section A: Selection – These bylaws may be amended by a two-thirds (2/3) majority vote of the chapter membership.

Section B: Notice – All members shall receive advance notice of the proposed amendment at least five days before the meeting. [The time may be extended to the following meeting.]

Appendix C: Student Organization Event Planning Checklist

Name of event:_________________________________________________________________  

Date(s): _________________________________________________________________

Partnering organization(s): __________________________________________________________

Person in charge and cell phone: ____________________________________________________

Estimated number of participants: ____________________________________________________

Registration:

• Registered event using the Student Event Registration Process 2 weeks in advance:______________  

Facilities:

• Location(s) reserved:__________________________________________________________
• Rain location reserved (if applicable):  _______________________________________
• Set-up conveyed to Student Affairs (i.e. tables, chairs, recycling and trash, stage, etc.):_____________________________
• Set-up date/time: ____________________________________________________
• CTAC, IT, Food permit, or any other approvals obtained (may be required 6-8 weeks in advance, depending on your request):   ________________________________

Audio/Visual/Lighting (note all that are needed from the list below and their status):

• Equipment requested (microphone, speakers, etc.):  ________________________________
• Presentation:________________________________________________________________
• Images on Screens:__________________________________________________________
• Teams/Multi-campus connection (indicate which): ________________________________
• Portable Speaker system w/mics: __________________________________________________
• Music:_________________________________________________________________
• Test sound in location:__________________________________________________________

Publicity:

• Flyers created and distributed (when and where): ________________________________
• Newsletter post submitted for edition that will be emailed to our campus on this date:___________________________
• GroupMe Post made on this date:__________________________
• RSVP Deadline (if required): ________________________________
• Number of Confirmed attendees (if an RSVP is required):  ______________________________________________
• Other:_______________________________________________________________________

Food:

• Menu and beverages selected (consider allergies): ___________________________________

Athens Campus Only: Ordered through OU catering if more than $500 (Y/N):                          

Cleveland Campus Only: Final and complete order conveyed to Student Affairs 2 weeks in advance if they are purchasing it on behalf of the organization (Y/N): 

• Pick-up or Delivery. If pick-up, who is getting the order? If delivery, who is receiving the delivery?                  _________________________________________________________________
• Cart requested from Student Affairs to bring food inside (if needed)?:_______________________________________ 
• Itemized receipt retained for reimbursement request or submission to Student Affairs (if needed): ________________
• Set-up time: ____________________________________________________
• Compliance with alcohol policies: _____________________________________________
• Serving and dining utensils, plates, napkins, cups, and condiments secured: _________________________

Speaker/Band/DJ/Honorarium:

• Entertainer/performer confirmed (date): _______________________________________
• Any contracts submitted to Student Affairs more than 60 business days in advance (Y/N): ________________________________
• Contract approved (if applicable): _______________________________________    
• Logistics for guest(s) established (arrival time, parking explained, someone appointed to meet the guest and guide them to the room):  ________________________________

Decorations:

• Decorations: _________________________________________________________________

Accessibility:

• Arrangements made for any special needs (interpreter, etc.):____________________________

Funding:

• Created event budget: _____________________________________________
• Checked Oracle Business Intelligence for organization fund balances: ____________
• Applied for SAC funding:_____________________________________________
• Co-sponsorships confirmed:_______________________________________
• Fundraiser plans approved by Student Affairs 2 weeks beforehand: ________________

Other Supplies Needed, to be Purchased from Club Account if not Available from Student Affairs:

• Paper and pens:____________________________________________________
• Tablecloths:____________________________________________________
• Tape, staples:_____________________________________________    
• Sign-in/interest sheet: _____________________________________________    
• Trash bags, rolling carts, etc.: __________________________________________________    
• Water for speakers: ____________________________________________________    

After the Event:

• Returned rented items:   __________________________________________________________  
• Sent thank you notes:      __________________________________________________________ 
• Paid all bills and reimbursed club members for out-of-pocket expenses: ___________________
• Receipts given to Student Affairs (if applicable): ____________________________________
• Participants completed evaluation:  _____________________________________________
• Organizers/volunteers/organization completed evaluation: __________________________ 
• Created recommendation list for next time: ________________________________