LaGuardia Community College
Division of Student Affairs
Office of Campus Life
Student Advisory Council
Funded Event Form For Clubs & Organizations
Name of Club/Organization(s)
__________________________________________________________________________
Event Name
__________________________________________________________________________
__________________________________________________________________________
Event Date Event Start - End Time Event Location(s)
Completed SAC Funded Event Form with Supporting Documents Must Be
Submitted To:
Office of Campus Life
Room M-115
Supporting Documents Cheat Sheet
2
Event Overview
Lecture /
Talk
Workshop /
Training
Discussion /
Forum
Celebration /
Party
Trip /
Outing
Other, Please Specify: ______________________________________________________
Event Categories
Please check 1 or 2 that apply:
General Meeting (GM)
Leadership & Professional Development (LP)
Civic Engagement (CE)
Social (S)
Academic (A)
Event Audience
Estimated Audience Size
How many people do you expect to attend this event?
Up to 25 people
25 50 people
50 100 people
Mor
e
t
h
an 100
p
eop
l
e
Special audience notes, if any:
Name of Club/Organization(s)
If two or more organizations are co-hosting this event, please list all organizations below.
___________________________________________________________________________________________
Event Name
Date: __________________________________ Start Time:
____________ End Time: ____________
Event Location(s): ____________________________________
Event Type
Please check one:
3
___________________________________________________________________________________
Event Description & Logistical Details
Event Synopsis
In 100 words or less, please describe
your event. Include 2-3 sentences explaining the nature of the event &
planned activities.
Event Purpose
Why did you decide to hold this event? What would you like attendees to have experienced once your event ends?
1.
2.
Event Location
Please include the room set-up details for your event in box #1, include the room arrangement style (i.e.,cafeteria,
lecture, conference, u-shaped or other) and include the number of tables, chairs/other items that will be needed.
Please provide a count of the audio visual requirements for your event in box #2 (i.e., podium, projector,
microphone(s), laptop(s), sound system, other), you may leave this section blank if no audio visual is required.
1.
2.
Partnerships & Collaborations
Who will you partner with? Fellow clubs & organizations? Various Departments? Outside entities? Include all
organizations which are co-hosting this event. You may skip this section if you are the sole hosting organization
for this event.
Event Marketing Details
Please provide details about your marketing strategy for the event. Include information about the methods and/or
platforms you plan on using to promote the event. Will you need Campus Life's assistance advertising your event
on the College's social media sites and/or TV screens?
4
Event's Purchase Order(s) Details
What type of items will Campus Life need to secure for your event? Please check all that apply:
Contractuals
Refreshments
Total Event Budget: _______________________
Purchase Order(s)
Please list items that need to be purchased for your event by category. Include all chosen vendors' names and
totals per category.
Contractuals (DJ/Other Performers, Speakers/Panelists or Other Special Service Providers)
Provide an itemized list of vendors,
include their full name or company
name, and add the total cost per
vendor.
Refreshments (Food, Drinks, Snacks)
Supplies & Decorations OR Equipment (Any Supplies Other than Refreshments or Durable Equipment)
Miscellaneous (Museum/Other Tickets, Transportation Services, Lodging Facilities, Etc.)
Supplies & Decorations
M Equipment
Provide an itemized list of vendors,
include their
full name or company
name, and add the total cost per
vendor.
Provide an itemized list of vendors
,
include their full name or company
name, and add the total cost per
vendor.
Provide an itemized list of vendors,
include their full name or company
name, and add the total cost per
vendor.
5
Miscellaneous
SAC Funded Event Form Submission Terms of Agreement
SAC Funded Event Forms can only be utilized by student clubs/organizations that have had their fiscal
year budget submissions approved by the SAC Executive Board for that particular year.
If you're not sure whether or not your organization's budget submissions were approved by the SAC Executive
Board for the current fiscal year, please contact the Specialist for Clubs & Organizations at the Office of
Campus Life via email at dminaya@lagcc.cuny.edu.
All SAC Funded Event Forms must adhere to the purchasing timeliness indicated in the "Supporting Documents
Cheat Sheet" page of this form.
All clubs/organizations submitting SAC Funded Event Forms for processing must currently have enough funds
in their clubs' budgets to cover their intended expenses. Pending fiscal year budget approvals and/or pending
club budget appeals are NOT approved funds. If you're uncertain of your club's budget balance, please
contact the SAC Executive Board's Treasurer or the Specialist for Clubs & Organizations at Campus Life.
By providing your information & signature below, you agree to abide by the terms listed above and are
authorizing this form for submission:
Primary Faculty / Staff Contact
Full Name:
________________________________________________________________________
Your Organization & Position: _________________________________________________________________
Email Address:
________________________________________________________________________
Office Phone:
Office Location:
______________
Mobile (Required for trips / outings)
Signature:
______________________________________________
Date: ________________
Event Coordinators (Students or Staff)
Full Name: ________________________________________________________________________
Your Organization & Position: _________________________________________________________________
Email Address:
Phone Number:
Signature:
________________________________________________________________________
_________
_____________________
_____________________________________ Date: ________________
Full Name: ________________________________________________________________________
Your Organization & Position: _________________________________________________________________
Email Address: ________________________________________________________________________
Phone Number: _____________________
Signature: ______________________________________________ Date: ________________
6
__________________________
_____________________
__________________________________________
Additional Comments or Special Instructions
FOR OFFICE USE ONLY:
Notes:
______________
Date
OFFICE OF CAMPUS LIFE AUTHORIZATION
_________________________________________________________________
Signature
_________________________________________________________________
Print Name
7
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signature
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