Student Activity/Event Approval Form

This form is the first step in planning any activity or event including but not limited to:

social gatherings
travel (academic and student organization)
community service projects
on campus events

These activities/events require prior approval from the Director of Student Life and Development and/or the Dean of Student Affairs at least 10 business days prior to the start date.

Activity/event sponsors will receive an approval/denial notification via email. This approval is needed before any reservations or purchases are made.

Contact Information

Contact Person for the Activity/Event*

Student Group Name*

If not a student group - please name the course or department associated with the activity/event.

Contact Person's Email*

Contact Person's Phone Number*

Phone

Activity/Event Information

Select the type of Activity/Event*

Select

Org or Academic Travel

Student Organization

Academic

Name of the Activity/Event*

Is this a multi-day or reoccurring activity/event?*

Yes

Start Date of Activty/Event

End Date of Activity/Event

Activity Date*

Start/Leave Time for Event/Activity*

End/Return Time for Event/Activity

Location of Activity/Event*

Brief Description of the Activity/Event*

How many students will be involved in the Activity/Event*

Student Liability Release forms may be uploaded to this request if already completed. They are located under GC Employee Resources on the College website.

Additionally, Liability Releases can be emailed to Shantee Siebuhr, siebuhrs@grayson.edu, 24-48 hours BEFORE the event/or any travel.

Will your group be travelling?*

If yes, you may attach the travel forms to this request.

Yes

Travel Advisor(s)

An advisor must be with students at all times during a trip.

Students Travelling

Please list all the students travelling, separate by a comma. If you need to edit this list at any point (adding or removing) please email Melissa Carlisle at carlislem@grayson.edu

How will you be travelling?

How will you be paying for this travel?

Student Org Funds

Department Funds

Both

Unknown

Will you be staying overnight?

Yes

List the address of where you will be staying overnight.

If multiple locations, list each location with the date you are staying/how long.

Do you need support from the Student Life and Development office?*

Yes

Please describe how we can support you!

Do you plan to contact any businesses in our area for donations or sponsorships?*

Please note: You must complete the donation request form and submit it to the Student Life and Development Office prior to soliciting donations. This form must be approved by the Foundation and Student Life before you ask for donations.

Yes

Activity/Event Agreement

As the contact person and/or club/organization representative listed above, I agree to ensure that the following guidelines and regulations are followed by all parties involved with this activity/event.

Please read and check each policy - this is formal confirmation of acknowledgement.*

1. Policies and procedures outlined in the Student Handbook and the Club/Organization Manual must be followed.

2. All local, state and federal laws must be followed.

3. Any campus activity/event held inside or outside of the Life Center must receive approval from the Director of Student Life and Development. (SLD). Other college spaces are reserved through Facilities, CWL or Arts & Comm.

4. The Activity/Event form must be completed and submitted to the Director of SLD for approval a minimum of 10 business days prior to the activity/event.

5. The Club/Org or Activity Sponsor/Advisor must be present at all times.

6. The activity/event may require a campus police officer to be present. The Director of SLD will make the determination in collaboration with GCPD. The club/org may be responsible for paying the officer.

File Upload

You can upload your travel authorization forms, student waiver forms, etc.

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