• Safe Campus Events: Knox College Event Registration/Transaction Request Form

  • All in-person and remote student organization events, with the exception of regular organization meetings (which must also follow all COVID-related policies), must be registered with the Campus Life Office. In addition, all in-person event registrations must include a formal safety protocol that outlines how the event organizers will ensure compliance with the College’s COVID protocols.

    This form should be submitted at least 5 business days prior to the scheduled event. Given the new environment, we strongly suggest you register all in-person meetings and events at least two weeks in advance when possible so that there is time to work through all COVID-related restrictions and guidelines. 

    The contact person listed will recieve an email stating whether or not the event has been successfully approved or if a meeting needs to take place with a Campus Life Office staff member before it can be approved. Your organization can begin publicizing the event only after you have received approval.

  • Acknowledgement of Event Policy Guidelines

  • By completing this form all event monitors and sponsoring organizations acknowledge that they are responsible for upholding the Knox College student code of conduct and the event registration policy, as well as any policies of their organization.

    Before completing this form, please carefully review the updated event and meeting policy in regards to COVID-19.

  • Basic Event Information

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  • Attendance

  • In accordance with Galesburg COVID-19 event capacity guidelines, all in person events cannot exceed a capacity of 25.

    Attendance numbers should be based on how many people are expected to be in the building/at the event location at any given time during the event, not the total number of peope who might attend the event. Attendance may not exceed the occupancy limit of the location listed above.

  • Type of Event

  • On Campus Event

  • Attachments

  • Campus Life Transaction Request Form

    Please read the following message:
  • Once the event has been approved, then we can proceed with assisting with the transaction request for purchases for the event.

    Before clicking "Next" below, please verify that the request you are submitting today corresponds with a line item in your approved budget proposal submitted to Student Senate.

    If you do not have access to your approved budget proposal, please contact Student Senate Treasurer, Andrew Liput, at ajliput@knox.edu.

    TIMELINES** for Transaction Requests:

    At the latest, 1 week in advance of date needed:
    In-store cards for HyVee and Walmart
    Knox College Services Charges (catering, postage, poster printing)


    At the latest, 2 weeks in advance of date needed:
    Online Purchases and Purchase Orders


    At the latest, 3 weeks in advance of date needed: 
    Travel Related Expense (conference fee, hotel reservation, transportation)
    Guest Speaker/Performance Expense (hotel, insurance, contract)

    **Please note that you may need to postpone or cancel this transaction request if it is not possible to process this request by the date needed. 

  • Transaction Request Details

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  • Any Food, Prizes or Fundraisers?

  • Stipulations for events involving food/snacks:

    Food may be distributed at an event if the following guidelines are met:

    ● Food must be catered by Dining Services unless an exception is made by the Campus Life Office for student organizations.
    ● Food must be packaged in individual portions that do not require assembly (small chip bags, granola bars, candy) or provided by a licensed caterer.
    ● There will be no buffet style or reception style food events.
    ● Bake sales or other events in which food is prepared by students, faculty or staff are not permitted.
    ● If your group wishes to sell food as part of a fundraiser, the food must be pre-packaged food that does not require temperature control, and must be obtained from businesses adhering to strict PPE and safety standards (such as grocery stores or licensed bakeries).

    Please contact the Campus Life Office if you have questions about these stipulations.

  • Stipulations for prizes:

    Gift cards of any type CANNOT be purchased.


    For each prize, you must collect and return to the Campus Life Office the completed and signed Prize Recipient Form (with the purchase receipt) and also a completed and signed W-9/IRS Form (US Citizenship/Permanent Resident) or W-8BEN Form (International Citizenship). The Prize Recipient Form is available in the Campus Life Office.
    Please visit the Campus Life Office if you have questions about these stipulations.

  • Stipulations for fundraiser expenses:

    All fundraised money, when for organization usage, needs to exceed the cost of the fundraiser. The cost of the fundraiser must be returned to the organization account. Money raised which exceeds the cost of the fundraiser may be used at the organization's discretion.


    All fundraised money, when for a charity, does not need to exceed the cost of the fundraiser and may be directly donated to the charity.


    In the case of charitable donations, confirmation of donation from the recipient must be sent to the Campus Life Office.


    If items/goods are being sold for the fundraiser, Illinois sales tax must also be collected in addition to the expense for the item (if it was not paid upon purchase of the items/goods being sold).
    Please visit the Campus Life Office if you have questions about these stipulations.

  • All Other Requests

  • Travel Expense Type Information

  • Events that involve traveling by public transportation, buses, vans, carpooling, etc. are highly discouraged in the COVID environment. We do encourage groups to take advantage of our local attractions and walk places together! Exceptions may be made on a limited basis, including, for example, religious student organizations that wish to travel to services. Please consult with the Campus Life Office for student organizations if you believe travel is critical to your event.

    In the event travel is approved, a completed travel information form, trip roster, and travel waivers signed by each participant are required. This process should begin at least 4 weeks in advance of your intended travel and at least 4 weeks prior to any registration deadlines. These forms are available from the Campus Life Office.

  • Guest Speaker/Performance Expense Information

  • Bringing a speaker/guest to campus involves meeting with the Coordinator of Student Engagement to begin the process of obtaining a contract, insurance, etc. This meeting should take place at least 4 weeks in advance of your intended event date.

  • Type of Purchase Order

  • Expense Information

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    Pick a Date
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  • Deposit Information

  • Should be Empty: