• EVENT APPLICATION FORM

    REQUIRED for ALL EVENTS (In-Person and Virtual)

    Complete and submit this form 30 days prior to a single day event or 60 days prior to a multi-day event. If you need to add additional event personnel now or later, complete an addition form.  NOTE a W-9 is requried for anyone who will be paid, regardless of amount.  Background check & abuse training required of all adults coming into contact with minors, either in-person or virtually.   ALL events require an Event Registration form - SMAC will create a draft for you.

  • - List every person over 18 who will volunteer or be paid for working at the event.  Note: NO teacher or their student may participate in any way unless they (the teacher) are a current member.  

    - If you do not know the total you will be paying someone, just enter an estimate and include the amount per hour to be paid.

    - Please help us save a lot of time and list names in ALPHABETICAL ORDER BY LAST NAME

    - Check the "Auto" box if any of your helpers will be using a vehicle to support the event such as picking up food, equipment, people, supplies, etc.  If yo do not know the exact amount you will pay someone, list an estimate total and include the hourly rate.

    • 1 Click arrow on right to enter information 
    • 2 Click arrow on right to enter information 
    • 3 Click arrow on right to enter information 
    • 4 Click arrow on right to enter information 
    • 5 Click arrow on right to enter information 
    • 6 Click arrow on right to enter information 
    • 7 Click arrow on right to enter information 
    • 8 Click arrow on right to enter information 
    • 9 Click arrow on right to enter information 
    • 10 Click arrow on right to enter information 
    •  

    • Attach the following:

      1. SMAC insures all venues for all SMAC sponsored events those that follow the required elements).  Sometimes a venue requires a Certificate of Insurance.  Make sure to ask your venue and if they do, include the exact name and address of who they want listed as the Certificate Holder.  If the venue does not requre insurance (very rare), then ask the venue provide a note stating as such on their letterhead.

      2. If you plan on an event with overnight participants, you must upload a detailed budget which will ensure a no-loss P&L which includes support documentation. Do not submit an application without this information.

      3. Declaration page of auto insurance policy showing minimum of 100,000/300,000 bodily injury coverage and policy TERM dates declaration page), for each event coordinator/director and each event helper using an auto during the event or in preparation for it, such as picking up/dropping off people at airports, running errands, etc.

      NOTE: By submitting this form, event coordinators/directors agree to assume full personal liability for all injuries and/or property damage resulting from ANY incident if they or any adult helper involved in the event was not listed on this form, regardless if this person was in any way involved in the incident, and, any auto accident involving themselves or their event personnel for which they did not provide the required auto policy declarations and agree to hold SMAC Board, its members and employees, blameless and harmless for said accident.  You further agree not to allow any teacher or adult helper participate in any way if their background check and awarness training is not current.

      Note - if you have additional helpers or want to report an existing helper will have driving duties, contact Compliance@smac-ca.org.

    • Browse Files
      Drag and drop files here
      Choose a file
      Cancelof
    • Browse Files
      Drag and drop files here
      Choose a file
      Cancelof
    • Browse Files
      Drag and drop files here
      Choose a file
      Cancelof

    • DON'T FORGET - YOU NEED TO HAVE A REGISTRATION FORM as all events must have participants pre-register via button link on the branch website in order for insurance to be honored. A draft registration form will be sent to you based on the information you have provided for review in approximately two weeks.

    • Browse Files
      Drag and drop files here
      Choose a file
      Cancelof

    • Budget Evaluation

      Ensure your event charges an event participation fee that will at least cover all expenses, including branch/chapter overhead (website, accounting, background checks, awareness training, etc.) Make sure you know these overhead expenses prior to determining the amount to charge for participation fees, as it is your responsibility to ensure your event is profitable taking into consideration direct expenses and branch overhead that is shared among all branch events (when in doubt, estimate 20% of expenses for overhead). Use the following table to determine the minimum participation fees based on your estimated number of participants.

      EVERY EVENT HAS OVERHEAD.  Make sure you add an amount for it as each event needs to contribute to the branch overhead.  Overhead includes things like website management, merchant fees (approx 5% of each registration), admin (checks, stamps, etc), background checks, awareness training, 1099 preparation and filing, tax prep and filing, etc.  Add at least 20% of your projected event income for overhead.

    •  
    •  
    • Should be Empty: