CLUB Event Approval Checklist
Club events must operate within the parameters of the Student Handbook and Code of Conduct. For questions about club events,
contact clubs@wallawalla or (509) 527-2511. All events must be approved by the Student Life Clubs Manager.
Complete this form at least 2 weeks in advanced for ALL events.
Additional steps are required if any of the following applies:
• Organizers sell or serve food to the public (contact Risk and Safety Management)
• Written agreements of any kind with non-WWU parties that require signatures by both WWU and the other party, and
agreements in which a WWU faculty/staff/student is paid (contact Risk and Safety Management)
• Any transportation arrangements made by the sponsor or leader (contact Risk and Safety Management)
• Any event in which one or more students stay overnight (contact Student Life)
Event
Date/Time:
Student Life Clubs Manager |Lorri Bays: (509) 527-2511
Discuss the idea for a club event with the student life coordinator for approval.
Risk and Safety Management |Sophie Webster: (509) 527-2250
For any event that involves a physical activity, a safety plan will need to be created. For information
about safety plans, forms, procedures, insurance exclusions, and/or waivers that pertain to the event,
refer to the Risk & Safety Management website.
Domestic Student Travel Request Application |Lorri Bays (509) 527-2511
*(Only needed if trip includes an overnight trip or missed classes)
Submit a WWU Domestic Student Travel Request Application for overnight travel or missed classes.
Refer to the Domestic Student Travel website for information about forms, procedures, insurance
exclusions and/or waivers that might be necessary for the trip.
Campus Security | (509) 527-2222
Consider whether it may be helpful to have Campus Security present at the event. Remember to use
appropriate safety equipment and bring an updated first aid kit (available on loan from Campus
Security). Develop an emergency response plan to anticipate and minimize potential risks, and appoint
someone to monitor safety at the event who will contact 911 and Campus Security in case of an
emergency. Contact Campus Security if your event involves any of the following:
• Open flames (Hot Works Permit required)
•
Animals (see Animal Policy)
Police Chief |Troy Tomaras: (509) 394-8550
Consider whether you will need a permit for this event. Contact the Police Chief if you are unsure on this.
Student Life Clubs Manager |Lorri Bays: (509) 527-2511
Return Club Event Approval Checklist to the student life manager for completion.
Additional Resources
Accounting | (509) 527-2412
Confirm the club account has enough money to cover all event expenses (check the club’s account balance on myWWU). Save all
receipts related to the event and submit appropriate documentation requests related to the event.
