Event Planning and
Promotions Worksheet
Fresno State Alumni Association | www.fresnostatealumni.com | Phone: 559.278.ALUM | Fax: 559.278.6790
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Instructions:
1. All events must be coordinated through the Fresno State Alumni Association, including online registration and
payment processing. Use of third party providers (i.e. Event Brite, Constant Contact, etc.) is not allowed.
2. Please complete and submit this form 45-60 days prior to the date of your event. Email to Amanda Hall
(ahall@csufresno.edu).
3. The information you provide on this form will help in event promotions. This includes graphic design, event
collateral, email marketing, social media, etc.; online registration, payment processing, etc.
4. To help ensure we are able to provide as much help as possible, after you send to the FSAA we will contact you
to review the event and additional details.
EVENT DETAILS
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Social/Mixer – Alumni/Friends only
Social/Mixer – Alumni/Friends & students
Fundraiser – Scholarship endowment
Educational event (i.e. conference, talk)
Other: _______________________________
Do you plan on including a silent auction at your event?
Do you plan on including a raffle (opportunity drawing prize) at your event?
Silent auctions and raffles (opportunity drawings):
1. There are strict requirements and laws surrounding the use of silent auctions and/or opportunity drawings.
2. Please use the informational materials provided on the Helps and Resources page.
3. We will also work with you to ensure all laws, policies and procedures are followed.
Products: Do you plan on giving away or selling any kind of promotional products?
Requirements for promotional products/giveaways:
1. The FSAA is responsible to track and account for any inventory/product.
2. A licensed vendor must be used. We will assist you with this process.
3. Sales of products: We will work with you to determine relevant variables, including sales tax, fair market
value, method of processing sales, post-sales reconciliation, tracking and use of remaining inventory, etc.
4. Product giveaways: We will work with you to determine relevant variables, including tracking/recording of
inventory, determining what constitutes a “giveaway”, and post-event tracking/use of remaining inventory.
Food: Will there be food at your event?
Requirements for food:
1. If your event is located on the Fresno State campus, we are required to use University Catering Services.
2. If you wish to use another food vendor, you must submit a food waiver application at least 45 days in
advance. This information will be provided to you by FSAA staff.
Alcohol: Will alcohol be present at your event?
Requirements for alcohol:
1. On-campus: You must complete an alcohol waiver form. The FSAA will assist you.
2. Off-campus: This will require an ABC Liquor License. The license must be obtained by the FSAA. Only an
approved FSAA staff member can approve/sign the license.