Planning Events

Holding Events and Planning Activities

Student organizations often sponsor events on campus. These activities add to the community at UIS by filling our calendars and lives with meaningful work and play to accompany your in-class learning. The following is a step by step process to assist with event planning. Please refer to the Program Planner for more information.

Get an idea for an event or activity on campus. The type of event planned often dictates what space to request. A bake sale, for example, should be in a highly visible location such as the PAC Concourse. The Student Center or classrooms are good choices for organizational meetings, discussions or performances for small audiences.
Check out other happenings on campus through the campus calendar.
Estimate the number of attendees at the proposed event and begin thinking about the set up of your space and determine the space you wish to request. Just make sure you have a rain location secured if you are planning to hold your event outside.
For larger events, check with your Student Life Liaison to determine what facilities are appropriate for your event.
Submit your space request. All space requests submitted at least 4 weeks prior to the event will be processed. Space requests submitted by two weeks prior to the event may be processed depending on availability and technical/facility needs. Space requests submitted under two weeks will not be processed. Only exceptions to the two week rule is:
- A table in the PAC Concourse.
- A minimum of four weeks is required for requesting the Studio Theater.
- Student Center, SOC, Student Life spaces that take place during scheduled hours of operation.
The Student Life GA will process your reservation.
By registering the event you are automatically qualifying your organization to take advantage of many publicity opportunities through the Student Life. According to the information provided on the space request form, your event coordinator may have to meet with a representative of Student Life prior to your event being approved. This is to flag potential problems, fill out a work order request and ensure you have covered the bases for your event. Failure to do so may result in loosing your reservation. (see Campus Services and Equipment Section for more information regarding specific needs included in work orders)
Please note that Student Life policy dictates that at events meeting the following criteria a University staff or faculty person is required to be present throughout the event
- If the event has an admission charge
- If the event is advertised to the general public (outside of UIS)
- If the event is being held off campus
- If the event takes place in the Studio Theatre
- Additional events as deemed necessary by Student Life

Though it is not required that this staff person is the advisor, it is strongly recommended to ensure continuity of knowledge regarding the event.

Campus Services and Equipment

Coordination of campus services and equipment requires communication across various campus entities. In order to assist student organizations to effectively transmit needs your student life liaison will assist with all work orders. Below you will find additional information on the three main areas that comprise a work order: equipment, media, and food services. A basic knowledge of this information will assist your organization in planning events.

Equipment

Facilities Services maintains an inventory of equipment and supplies, in addition to tables and chairs that can be used by student groups. These items are limited and assigned on a first come/first served basis.

Corkboards
Coat rack
Chalkboards
Trash containers
Recycling containers
Flip charts
8 ft tables, 6 ft tables
Round tables
Electrical drop cords (multi-socket)
Staging
Pipe and drape (8 ft sections)
Podiums
Standing
Standing with UIS logo
Tabletop

Additionally Student Life has equipment available:

Portable sound system with one microphone
Student Life cooker
Casino game equipment
Bubble machine
Popcorn machine
Coolers
Lighting system
Additional sound equipment

Media

Media Services can also provide special equipment. However, media equipment is in great demand and should be requested at least 4 weeks prior to your event. Also, charges are assessed by Media Services for equipment delivery and pick-up outside of normal operating hours.

Public Address Systems with:

Sound system
Handheld microphone
Wireless microphone
Tabletop microphone
Podium microphone

Projectors:

Slides
Data/Video
VHS/VCR with monitor
Video camera stereo system with rolling cart (includes cassette, turntable and CD)
Computer Desktop System on rolling cart
- Monday through Thursday, when the library is not open or it has reduced hours, there is a minimum 2 hour charge of $15/hr ($30). On Fridays, after normal library hours, there is a 2 hour minimum requirement but the hourly charge goes up to $22.50/hr. ($45) on Saturdays and Sundays, no matter what times, you will be charged for 4 hours of labor @ $22.50/hr minimum charge ($90).
- On a University holiday, higher labor costs will apply since the university pays staff during double time and one half ($37.50) instead of the normal overtime rate of time and one half ($22.50) in which case there would still be the minimum 4 hour labor charge ($150).
- In addition, labor charge fees apply to any event that requires an operator to be present. As the time of operation of equipment by Media services personnel goes beyond the minimum hour charges mentioned above, extra time is added to the fees.

Food Service

University Food Service has sophisticated catering capabilities. They are capable of supplying a wide variety of food items as well as vegetarian and vegan options.

Menus are to be selected and finalized 10 business days (two weeks) prior to the event. Additionally a rough estimate of the total number of attendees and student organization account number is due ten business days prior to the event.
Four (4) days before an event you must guarantee the number of attendees or cancel food service. When you guarantee a number, you are saying you will pay for so much food or so many people. Food service sets the room for 5% more than the guaranteed number of attendees. If the number of attendees increases more than 5% in fewer than 4 days prior to the event, special arrangements need to be discussed with Food Service. Increased menu and labor charges may be necessary if Food Service is able to accommodate this last minute demand.
Food provided by Food Services will be charged back to your student organizationís account. This includes food, beverages, and service staff for banquets, parties, and table linens. Please note that a 15% service charge is added to all orders.
Please contact John (Brian) Patton in Food Service to discuss your event. He can provide you with additional information and guidelines based on the type of event you are planning.
Please be aware that your organization may be responsible for the loss of serving pieces that are not returned to food service following an event.
On-campus food service is certainly an easy way to have food available at your event. Below are a few tips to prepare your student organization for communication with Food Services:
- Review online catering menu and discuss menu selection with Food Service
- Estimate the number in attendance
- Discuss the style in which the food will be served (sit down or buffet)
- Have the organizations account number handy
- Finalize menu selections two weeks in advance
- Account number and event title with fiscal officer approval is due 10 days prior to the event.
- Guarantee number 4 days in advance – or, cancel food service 4 or more days in advance
- Discuss room layout with food service staff
However, if for some reason Food Service is unavailable for your event or you are having a potluck, or food donations, you must submit a Request to Waive UIS Catering form available through the office of Student Life.
If you wish to have a cook out and prepare the food yourself, a grill is available from the Student Life Office. There is a no rental charge for student groups but it requires at least 2 weeks notification and is only for over 25 people.
Student organizations may not serve alcohol at their events.

ICCB

The Inter-Club Council Board (ICCB) is a standing committee of the Student Government Association. As a guiding body for student organizations under the SGA, this committee looks to ensure equal opportunities for all student groups involved in planning campus events. The purpose of this committee is to promote, facilitate and supplement funding for student organizations wishing to host events for the UIS community. The ICCB encourages its student groups to plan activities that promote diversity, learning, community awareness and civic engagement.

Clubs and organizations seeking funding for activities should fill out an ICCB Request for Funding form.
After you have completed the registration forms and have been notified by the Student Life Office that you are registered, your organization will be eligible to receive funding.
- Pick up an ICCB Funding Request Form from the racks outside of SLB or on the Student Life website www.uis.edu/studentlife
- The request must be signed by the organizationís president and advisor
- Itemize your expenses. The more research you do before your submit your funding request the more accurate the request will be.
- Identify any co-sponsorships you have.
- Show the amount you are requesting from ICCB
- Return the form to the Student Life Office where your request will be assigned an ICCB meeting date. (Office hours: 8:30am- 5:00 pm)
- Plan to attend the ICCB meeting at which your proposal will be discussed. You wonít receive funding unless a representative is there.
- All organizations must prepare a zero based activity budget for each individual program they would like to sponsor to receive direct financial support from ICCB.
- Please attach a rationale for any budget requests over $500.00. Generally speaking, you must have at least four weeks (4) lead time in order for your request to be approved.
- ICCB will meet at least once per month during the academic year to hear requests and allocate funds. The required ICCB Request for Funding Form must be turned into Student Life no later than the Friday before the Sunday meeting.

Criteria for Funding Decisions

An allocation for your proposal is usually based on a number of factors including:
- The request follows established eligibility and restrictions as stated in the Student Organization Manual
- That the request is line with the mission of the University
- The nature of the event and how it improves the quality of student life
- Whether the event facilitates community building and improves the campus social life
- Whether the event fosters respect for diversity
- Whether the event promotes service learning and volunteerism, wellness and holistic student development
- The number of people supporting the event
- The number of students for which the event is targeted
- The cost of the event and its perceived value on campus
- Whether there is sufficient time to fully promote the event and execute it properly- at least 4 weeks lead time
A funding decision takes into account that the request shows forethought with regard to detailed information, such as date, time, place, price estimates, security, publicity, interest by students, and how it fits into the mission of the student organization.
No budget for special events shall be considered unless the organization submits a budget request on the forms provided by the ICCB to the office of Student Life by the specified due date.
No organization may commit, by contract or other means, money it does not have.
Funds may only be expended for budget lines approved by the ICCB, funds may not be shifted to pay for other obligations from the activity.
Funds not required for an allocated line are returned to the ICCB
Requests for supplemental allocations must be approved by the ICCB prior to any commitment on the part of an organization.

NOTE: Exceptions to the above policies may be made only by the Inter-Club Council Board in consultation with the Director of Student Life, and will be based solely on the merit of the request. Failure to adhere to any of these policies may result in the University freezing organization assets and further sanctions from the ICCB and/or Director of Student Life.

The Appeals Process

After budget allocations, an appeals process will be available to the registered organization submitting the budget. This procedure is as follows:

An individual dissatisfied with ICCB decisions must first, upon submitting a written appeal, return to the next regular meeting of the ICCB for reconsideration of the matter in question. If again, dissatisfied with the ICCB decision, they may make, within ten (10) school days, a written appeal to the Student Government Association (SGA).
The SGA shall then deal with the appeal at their next regularly scheduled meeting. The decision of the SGA shall be final subject to University and Student Life policies.

Evaluating Your Event

Any student organization receiving ICCB funds must submit an event evaluation form (Program Report Form) within two weeks of the completion of the event. This evaluation form will include an analysis of the event/program, the total attendance and a description of the expenses, indicating how the allocated funds were spent. This form must be submitted prior to receiving additional funds from ICCB.
Event evaluation forms for all ICCB funded events are due two weeks prior to the end of the spring semester to the Office of Student Life
Student organizations that do not submit these forms may be ineligible to receive ICCB funds in the future.

Finances and Budgeting

Fiscal Officer

The Director of Student Life is the official Fiscal Officer for ICCB & registered student organizations and must sign off on any budget expenditures. An account number for billing purposes must accompany Food Service requests, Duplicating, lighting, & use of the Studio Theater.

Revenue Producing Events and Generated Income

Money generated from fundraising or by charging an entrance fee that is not appropriated by ICCB or the Student Life Office is considered income.
All income earned by student organizations must be maintained on campus. If a fundraiser is conducted, all generated income must be deposited in the Bursarís Office within 24 hours of the event. If the event occurs on a Friday or Saturday, however, the money must be deposited at the Bursarís Office on the next business day.
Student organizations that plan to fundraise for a specific project or charity must see Wendy Withrow, SAB 20, to set up a fundraising account.
A charitable organization, for which a student group might fundraise, must be entered into the Banner system and receive a Banner number. After the money is raised and deposited in the Bursarís office, a check can be issued for that specific charity.
Raffles are only allowed with state license

Outside Bank Accounts

Outside bank accounts are not allowed by University policy. Student organizations are not authorized to associate the University of Illinois at Springfield with an outside bank account in any manner, either directly or indirectly. An account of this type is not under the control of and is not the responsibility of the University of Illinois at Springfield. Student Activity funds and revenue raised through the use of student activity funds cannot be deposited in an outside bank account.

How to Spend Your Budget

Using Your University Account
All goods and services will be charged against your student organization account. The Director of Student Life or the staff clerk can check the current balance for you. A copy of the monthly ledger and accounting statement is available each month. You are responsible for expenditures made to this account. Purchases made by student organizations for the purpose of events and activities are tax-exempt.
Obtaining Goods and Services
There are essentially only five ways to obtain goods and services.
- Paying cash and being reimbursed with receipts
- Using a Purchase Order (PO) and having an invoice billed to the University
- Having a signed contract that is then paid by the University
- Having Student Life staff purchase items for you using university credit card known as p-card
- Using a vendor gift card
Cash Reimbursements
Any student member of an organization may purchase needed goods or services that have been approved in the budget process with their own money and be reimbursed. This is the quickest and easiest way to get what you need. Reimbursements may not exceed $250.00
- Purchase items or services on the rack
- Complete a Reimbursement Form, located on the rack outside of the Student Life Office or on the SL website (www.uis.edu/studentlife)
- Bring ALL receipts, along with a completed reimbursement form, to the Student Affairs Building, Room 20, to Wendy Withrow, who will prepare a Reimbursement Voucher. The Voucher is then signed by the fiscal officer and submitted to Accounts Payable.
- If you purchased items with a credit card you must also provide a copy of your credit card statement indicating that the purchase was applied to your account.
- A check is cut and mailed to the mailing address or deposited via direct deposit.

Contracts

The University has its own contract for entertainers and speakers. Only the Director of Student Life or her designee is authorized to contract for services. Before agreeing to any contractual agreement, discuss the intended event with your student life liaison. No contract can be requested from the artist or any agent/agency unless approval has been granted and authorized University officials have signed the UIS contractual agreement forms (riders). If prior authorization was not granted, the requestor could be held liable for any and all contract fees.

All entertainers/speakers and vendors must have a University of Illinois Banner number assigned by Urbana before any checks for payment can be issued. This can take up to two weeks to process.

P-Card

The P-card is a University Master Card that can be used wherever major credit cards are accepted. Please discuss your purchases ahead of time with your Student Life liaison. Generally speaking, Wendy Withrow, in the Student Life Office can assist with the purchase of goods and services that can be done by telephone. When it is necessary to purchase goods and services in person, the bearer of the P-card must assist with the purchase. It is important to retain receipts for goods and services purchased in this manner. All receipts must go to the staff member making the purchase and to Wendy Withrow in the Student Life Office.

Gift Cards

When time does not permit the bearer of the P-card to assist with on sight purchases, a gift card may be purchased allowing you to purchase goods and services from a particular vendor. You will need to let Student Life know at least a week in advance that a gift card needs to be purchased. A gift card request form is available in the SOC or in Student Life Budget

Considerations

When planning your event budget consider the following expenses. The following are minimums to consider. For other items, such as food service, decorations, prizes, you may need to make some initial phone calls to check on prices. Each registered student organization receives 200 free B/W copies from ICCB each semester. (This does not require a funding request)

Where Do Financial Problems Happen with Student Groups?

Contracts
This is an area where you need to be involved. Any negotiation with outside vendors must be reviewed and approved by Student Life. It is best to contact Student Life when you first understand that a contract will be involved. Student Life can help with negotiation and pricing costs. Students are not authorized to sign contracts for their student organization. Doing so results in the contract being null in void for the university but the student may be held legally responsible for a signed contract.
Proper Documentation for Reimbursement
For student organizations, reimbursements of funds must be handled according to the procedures outlined by Student Life.
- All reimbursements must be made by check, regardless of the nature of the expenditure.
- An original invoice or receipt from the vendor must be attached to the check request.
- All original invoices and receipts must be supplied to Student Life. If additional copies of the invoices or receipts are needed, copies should be made prior to visiting Student Life.
- Goods and services purchased must be described in sufficient detail before Student Life approves the check.
- A reimbursement form must be filed out with Student Life and representative must sign the paperwork.
- If a purchase was made with a credit card, a copy of the statement indicating that the purchase was successful is required.
University Regulations
University regulations must be followed to a ìtee,î because consistent disobeying of rules could cause the group to lose its recognition as a student organization. Special attention in regards to tax issues must be taken into account for fundraising. For fundraisers other than bake sales, student organization are expected to pay taxes on all sales. If a student organization is planning to do a fundraiser an event planning form is required. If you have tax-related questions, do not hesitate to contact Student Life.
Good Financial Ideas for Groups to Follow
- Set up a system of internal checks and balances. The knowledge about where money is coming from and going should not be limited to just one person.
- Come up with realistic budgets prior to events and then follow them. While it may be unrealistic to try to plan down to the penny, it is important to have direction. In fact, Student Life may require a budget prior to its approval of an event or activity. Student groups are not required to collect dues, but frequently dues provide sufficient income for club operations.

What Happens if Procedures Are Not Followed?

A system has been put in place to warn student organizations if there are problems. If a group is in violation of University financial policy, a notice of noncompliance will be sent to the president, and advisor. Habitual offenders will be subject to sanctions. By understanding UIS policies and procedures, you can keep problems to a minimum.

Student Life University of Illinois Springfield