Knox College: Event Registration/Transaction Request Form

Knox College: Event Registration/Transaction Request Form
All in-person student organization events must be registered with the Campus Life Office. Events that require registration and approval include gatherings that include people who are not members of the organization, off-campus events, and events with alcohol. Regularly occurring organization meetings, such as weekly executive meetings, can register once at the beginning of each term. When an event is registered, a safety plan that outlines how Health and Wellness Policies will be followed is required.

Event registration must take place at least 5 business days (Monday-Friday, 8 AM-4:30 PM) in advance, and it is strongly encouraged that events are registered at least two weeks in advance. Events registered less than 5 business days in advance may not be approved, and thus may not take place.

The contact person listed will receive an email to schedule a meeting 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.

Events must be approved by the Campus Life Office before being publicized in any format.
Is this form being submitted for a purchase not linked to an event? *

Yes No

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.
I acknowledge that I have read and understand the policies mentioned above. *

Yes
Basic Event Information
Organization Sponsoring Event *
Please spell out the organization name - no acronyms. This can also be a person, suite, hall, or campus house.
Event Title *
Start Date and Time of Event *

Month Day Year Hour Minutes AM/PM Option
End Date and Time of Event *

Month Day Year Hour Minutes AM/PM Option
Event Location/Online Platform (Please include the virtual link if you have it.) *
Will there be a purchase associated with this event (Includes store card requests and online orders)? *

Yes No
Primary Event Contact Person *

First Name Last Name
Phone Number for Contact Person *

Area Code Phone Number
Knox E-mail for Contact Person *
Attendance
In accordance with Health and Wellness Policies, event guests should not exceed the occupancy limit of the location at which the event is hosted.

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.

Type of Event
Type of Event *

In person, indoors In person, outdoors Virtual/Remote Combination of in person (indoors) and virtual/remote Combination of in person (outdoors) and virtual/remote

On Campus Event
If this event is being held in a residential space (house, lobby, apartment, suite, cultural center, etc.), have all of the residents been notified and are comfortable with the event being held there? *

This event is not being held in a residential space. Yes, all residents have been notified and are comfortable with the event taking place there. No, all residents have not been notified and/or are not comfortable with the event taking place there.
Please explain your Safety Protocol outlining how you will ensure compliance with health and wellness policies and maximize participants safety to the largest extent possible. Policies include all guest wearing masks, maintaining physical distancing of at least 6 feet, not exceeding the 50 max capacity or occupancy limit, etc. *

Attachments
Please include event poster for newsletter here:
For invite only events, attach guest list here:

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, Daniel Bien, at dcbien@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
Sponsoring Organization *
Primary Contact Name *
Primary Contact Email *
Primary Contact Phone Number *

Area Code Phone Number
During which term will this transaction take place? *

Fall Winter Spring
Transaction Type *

Knox College Service Charge (catering, postage, poster printing) HyVee card request (in-store purchases only) Walmart card request (in-store purchases only) All other requests (online orders, purchase orders) Deposits

Any Food, Prizes or Fundraisers?
Does this expense involve food/snacks? *

Yes No
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 conform to current Dining Services regulations or provided by a licensed caterer.
● 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.
Is this expense being used for prizes? *

Yes No
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.
Is this an expense related to a fundraiser? *

Yes No
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
Type of expense *

Online Purchase Purchase Order for Participating Local Vendors Travel Related Expense (conference fee, hotel reservation, transportation) Guest Speaker/Performance Expense (hotel, insurance, contract)

Travel Expense Type Information
All events involving student travel require the approval of the Campus Life Office (for student organizations). College-rented busses, vans, or carpooling are preferred over public transportation. On-campus health and wellness policies apply in all travel settings (including masks), except in circumstances where local policies are more restrictive; in such cases, the more restrictive policies must be followed. Masks are required at all times in vehicles and indoors and are strongly encouraged outdoors.

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.
Travel Expense Type *

Conference Fee Hotel Reservation Transportation Expense

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.
Have you meet with the Coordinator of Student Engagement regarding this event? *

Yes No
Guest Speaker/Performance Expense *

Hotel Expense Insurance Fee Performance Fee/Contract

Expense Information
Please indicate the date this expense is needed by. If this is a store card or purchase order request, you will receive an email either confirming the date for use OR asking you to select a different date. *

Month Day Year
Date
Total Amount of Expense Requested *
Please list details regarding this expense *
Include applicable details about what is being purchased. For Amazon Orders: use Amazon Share-a-Cart Google Chrome Extension and include a a brief description, the number of items in cart and the Cart ID. For all other online orders: include applicable details such description of items/names, quantities and online links. (Walmart.com is not an online purchase option)
Click here for instructions for using Amazon Share-a-Cart.

Deposit Information
Total Amount of Deposit *
Please describe the reason for this deposit *

Should be Empty:

Knox College: Event Registration/Transaction Request Form

Acknowledgement of Event Policy Guidelines

Basic Event Information

Attendance

Type of Event

On Campus Event

Attachments

Campus Life Transaction Request Form

Transaction Request Details

Any Food, Prizes or Fundraisers?

All Other Requests

Travel Expense Type Information

Guest Speaker/Performance Expense Information

Type of Purchase Order

Expense Information

Deposit Information