KSU Salina Event/Room Request Form

Salina Room and Grounds Event Request Form
Event Title*
Purpose of Event*
How's this paid?*
DC/Allocation Code
Number Attending*
Event Status*

Open to CampusClosed Group
What is the event's focus? (Check all that apply)*

BanquetLectureMeetingCampOn-Line MeetingSporting eventGuest SpeakerOtherFund Raiser
Other (please explain)
Who are the attendees? (Check all that apply)*

K-State faculty/staffEnrolled studentsPotential StudentsGrade/Middle/High SchoolsCommunityNon-credit studentsBusiness LeadersDonorsAlumniOther
Other (please explain)
Will this event have food?*

YesNo
Are expenses related to this event?

YesNo
Print and present the Sales Tax Exemption Certificate when making purchases.
Will you be selling items, collecting money or registration fees?*

YesNo
Documentation is required for all donations, gifts, and sales. Instructions are included in the receipt book and are also available with a request upon pick-up. Return the receipt book to Fiscal Services with the money to deposit within 24 hours of the event end date. If fees will be collected online, no receipt book will be provided.
IMPORTANT

When collecting donations and fees, please keep the funds separate. Donations are processed separately from fees, and fees may require the collection of sales tax.
Type of Fundraising event. (Check all that apply)*

Selling Good or ServiceAdmission Fee / Ticket SaleSoliciting Donations / FundraisingOther
What is the price for admission?*
List type of merchandise to be sold*
Would you like to check-out any of the following for your event?

Receipt book *RequiredLocking bank bagCash boxOther
Is sales tax included in the sale price?*

YesNo
By selecting yes you understand the sales tax will be removed from the final sales collected. Selecting no will require additional fees to be collected at the time of payment.

If expenses were purchased for this event and the sales tax exemption form was used mark yes.
Will media equipment be used?*

YesNo
Sponsoring Organization
Who is sponsoring the event?*

Kansas State University DepartmentClub / Organization / StudentsProfessional Education and OutreachCentral Kansas Extension
Name of Organization*
Name of Advisor

First NameLast Name
Other - Name of Organization
Is this club / organization registered with SGA?*

YesNo
Contact Lindsay Shupe immediately!

lrshupe@ksu.edu or (785) 819-7248
Will alchol be present at this event?*

YesNo
On-campus RSO-sponsored events involving alcohol must comply with the K-State PPM 3053 Alcohol and Cereal Malt Beverage Policy*

I acknowledge and agree to the RSO event requirements.
RSO-sponsored events that occur off-campus must comply with the following: ---No person under the legal drinking age may possess, consume, provide or sell alcohol. -All events where alcohol is present shall utilize a bring-your-own-beverage system or have a licensed third-party vendor. --Hard alcohol and kegs are never permitted.*

I acknowledge and agree to the RSO event requirements.
Acknowledgement -Event coordinators must acknowledge and agree to the following: -The organization, members, and guest must comply with all local, state, and national laws and ordinances. Events taking place on University Property must follow all related polices and building authority procedures. -Events should not be advertised until official event registration has been confirmed through the Office of Student Life and Fiscal Services -As a representative of my organization, I thoroughly understand this and herby attest to the validity of the information I am providing regarding its activities. I understand that falsifying this information is a violation of the Student Code of Conduct and could result in disciplinary action. -I understand I must inform my RSO Advisor and the Office of Student Life of any changes to this event.*

I acknowledge and agree to the above requirements
2. Event Sponsor Contact Information
Name of sponsoring dept / club / organization*
Contact name*
Contact email*
Contact phone number*
3. Location information
Building*
Click to view .... K-State Salina Campus Map
Room 1*
Date*

MonthDayYear
Actual Start Time / From:*
Do not include set up time
Actual End Time / To:*
Setup / Unlock Time*
Room 2 (if needed)
Use if needed
Building
Date

MonthDayYear
Actual Start Time / From:
Do not include set up time
Actual End Time / To:
Setup / Unlock Time
Room 3 (if needed)
Use if needed
Building
Date

MonthDayYear
Actual Start Time / From:
Do not include set up time
Actual End Time / To:
Setup / Unlock Time
CCCR Specific Info
Preferred set-up/layout

Banquet styleClassroom styleTheater styleU-shapeBuffet tablesRefreshment tableRegistration tableOther
SLC Specific Info
Does the entire building need to be closed?

YesNo
Will you be setting chairs, tables, etc on the gym floor?

YesNo
Details - Check all that apply

Gym only - no set upChairs in front of bleachersPodiumBleachers (seats 120)Covering for gym floorConcessionsOther
Other (please explain)
Media Equipment Specific Info
Will you need IT Staff to provide assistance during the event?

YesNo
Equipment / Services that will be needed (Check all that apply)*

MicrophoneProjector/Document CameraComputer
Is more than one camera needed:

YesNo
4. Additional Information
Additional information
Click to view... Salina Room Rental Charges
5. Agreement

I understand that all requests are approved in accordance with University regulations regarding use of KSU facilities and are subject to cancellation if conditions make it necessary. I understand that faculty advisors, sponsoring departments, and/or requesting groups will be responsible for their group’s activities and conduct during the function and may be required to pay for repair or replacement of damaged areas or items. I understand that prompt payment of expenses incurred is the responsibility of the sponsoring entity. Abuse of these regulations may result in restricted or withdrawn privileges.
Should be Empty:

Salina Room and Grounds Event Request Form

Sponsoring Organization

Contact Lindsay Shupe immediately!

2. Event Sponsor Contact Information

3. Location information

CCCR Specific Info

SLC Specific Info

Media Equipment Specific Info

4. Additional Information

5. Agreement