PEC Request Form

General Camp Information

Please fill out the following information for the camp you wish to hold at Mason.

End of survey

PECs which do not involve minors and/or which are organized by external parties do not need to submit this form.

If you are an external party, please contact University Events at gmuevent@gmu.edu.

If you are unsure if minors will be present, please explain.*

What is the name of your program/event/camp (PEC) serving minors?*

Please provide a description of the PEC and its purpose, including the benefit to the University (i.e. merchandise sales, non-credit course registration, tickets for events, registration fees, etc.)*

What age groups will be present?*

Approximately how many participants will be on campus for this PEC?*

What is the website for the PEC?*

Enter N/A if no website currently exists.

Do you want your camp(s) to be listed on Mason’s camps website (camps.gmu.edu)?*

Yes

No

Select a start date for your PEC*

If you are requesting a recurring PEC, list the start date for the first instance.

Select an end date for your PEC*

If you are requesting a recurring PEC, list the end date for the first instance.

Are you requesting a PEC that is recurring/has multiple occurrences this year?*

For instance, you're running a music camp that is one week long for elementary school, another music camp the next week for middle school, and then a third camp later in the summer for high school students. Instead of submitting three similar PEC request forms, check "YES" and use the "Multiple Camps Details" file on the next screen.

Yes

No

Please provide a brief explanation of the recurring PEC.*

Multiple Camps Details file

If the recurring PEC has the same general characteristics (description, location, ages, etc.) fill out the Multiple Camps Details template (http://camps.gmu.edu/wp-content/uploads/Multiple-Camps-Details-Template.xlsx) and upload to this form. Do NOT submit multiple PEC Request forms if you upload the Multiple Camps Details file.

Drag and drop files here or

Camp Requester Information

Please fill out the information for the individual submitting this camp request. This person will be the main point of contact for the submission, which may include requests for additional information.

Submitter's First Name*

Submitter's Last Name*

Submitter's Mason Email Address*

Submitter's Job Title*

Submitter's Department at Mason*

If you are representing a Registered Student Organization, list the name of the RSO.

Submitter's G Number*

Submitter's Phone Number*

Phone

Submitter's Alternative Phone Number*

Write N/A if none.

Who is your Department's Dean, Director, or Executive?*

If you are an RSO, enter the name of the individual from Student Involvement with whom you have worked to organize your event

Dean, Director, or Executive email*

If you are an RSO, enter the email for the individual from Student Involvement with whom you have worked to organize your event

I certify that I have received approval from the Dean/Director/Executive listed above for the program*

If you are an RSO, you certify that you have worked with, and received approval from, the individual from Student Involvement listed above.

Are you the day of contact for the PEC?*

Yes

No

Please include the name(s) for the day of contact(s).*

Please include the phone number(s) for the day of contact(s).*

Mason Services Usage Information

Units across campus may require the information below in order to approve use of their services. You may be contacted for additional information following the submission of your camp request.

Requesting a service in this form does not guarantee availability of the service.

Which category best describes your PEC?*

In person

Virtual

Hybrid

What venue/space on campus will you be using for this PEC?*

If you will be in multiple spaces on different days, please provide a high level overview of the days/times and locations used.

Have you registered your PEC via 25Live, and reserved any campus spaces?*

Note that virtual PECs should still be registered in 25Live.

If you haven't yet reserved campuses spaces, be aware that there is often limited if it is within 6 months of your camp date. Reserving space is not guaranteed.

Yes

No

Please list all 25Live reservation number(s).*

Will attendees require on-campus housing?*

Yes

No

Have you already begun working with Housing to secure your housing needs?*

Yes

No

Please describe your campus housing needs.*

Note that campus housing availability is limited, especially if attempting to secure space after mid-March for a summer camp. Describing your campus housing needs in this form does NOT guarantee housing. You will need to contact Housing to determine availability and next steps.

Will attendees require use of Mason Recreation space?*

Yes

No

Will attendees or adults be using Parking /Transportation Services?*

Please check "yes" if you will need to work with Parking to determine drop off/pickup locations, bus service, bus parking, bus pickup/drop off, participant/parent parking, etc.

Yes

No

Will attendees require Food/Catering Services?*

Please check "yes" if you anticipate needing to access food courts/dining halls. NOTE: If you have already reached out to Mason Dining please be sure to let them know that you have submitted this request form. Include the PEC title and submitter's name in the communication to prevent Dining from duplicating requests.

Yes

No

Please describe the food/catering services you anticipate using.*

Please include the following information:

Dining type (catering, dining hall, retail dining)
Dining location(s)
Meals required (breakfast/lunch/dinner)
Payment type (individual pays / master bill)

Fee Collection Information

All camps that charge a fee must collect payment via an approved fee collection platform, such as a Mason Marketplace Store or uPay (TouchNet).

Will you be charging a fee for participation in this PEC?*

Yes

No

Will you be utilizing an existing Marketplace Store or uPay site for payment collection?*

Yes

No

Please indicate the existing Marketplace Store or uPay site name and Store/uPay site ID number.*

Do you need to create a new Marketplace Store/uPay site to collect payments for this camp/event?*

Yes

No

If charging a fee and not using TouchNet Marketplace for payment, are you using an existing Mason approved payment card collection process? Indicate what payment application name and vendor is being utilized. Please also describe the payment collection process you will use.*

(For example, Freedom Center uses Spectrum Management & Daxko)

New Marketplace Application

Please allow at least 60 days before camp registration opens for creation of a new Marketplace Store.

What is the preferred Marketplace store name?*

Desired Go-Live date for implementation*

Please allow at least 60 days before camp registration opens for creation of a new Marketplace Store.

Desired Date to Open for Customer Transactions*

Please allow at least 60 days before camp registration opens for creation of a new Marketplace Store.

Please describe your current process for collecting revenue (i.e. cash/check, in-person credit card swipe machine, online payment card using third-party vendor, etc.). Enter N/A if not applicable*

Enter the fund/organization number where revenue should be deposited. Use comma (,) to separate multiple entries*

What is the account code for the above fund/organization?*

What fund/organization should credit card fees be charged to?*

Revenue Fund/Organization Approver Name*

Revenue Fund/Org Approver Email*

What is the anticipated frequency at which your department will collect Marketplace revenue?*

Credit Card Transaction Volume Information: Please respond with anticipated dollar amounts - Expected annual credit card volume*

Credit Card Transaction Volume Information: Please respond with anticipated dollar amounts - Expected average dollar amount per transaction*

I certify that the fund/org approver listed above has been notified and approves of this activity*

Reconciliation: Credit card transactions are recorded automatically to the fund/org/account code designated on this form. Departments are responsible for reconciling sales transactions captured through their online storefronts with transactions posted to Banner Finance. If a discrepancy is discovered, the reconciler must contact Fiscal Services for assistance in resolving the error. CHECK to agree.*

Credit Card Processing Fees: Mason accepts the card brands VISA and MasterCard. These card brands, along with Elavon--Mason’s payment card processor--impose fees for using their payment networks. For each customer card transaction processed, the merchant (Mason) is charged a processing fee ranging from 2-4 percent. These fees will be allocated monthly to the department fund/org listed above. CHECK to agree.*

Payment Card Industry Data Security Standards (PCI-DSS): Any individual who is granted access to the Mason Marketplace must read then sign the "Payment Card Control and Security Procedures for Cardholder Data" annually while the department must comply with University Policy 2110. CHECK to agree.*

Each Marketplace site must have a documented/written refund policy. At least two individuals must be involved in the refund process, one individual approves the refund while a separate individual processes the refund. Approval must take place prior to processing the refund. Documentation of the refund request, and the approval, must be retained per document retention guidelines. CHECK to agree.*

Departments are responsible for collecting and paying sales tax on items that they offer for sale when appropriate as required by state law. All tax must be collected at the time of the transaction. CHECK to agree.*

Collection of Sensitive Information: Store Managers will ensure that there is no personally identifiable, or sensitive information in accordance with University Policy 1114 Appendix A via the modifiers of the uStore. This includes social security number, date of birth, and private medical information. CHECK to agree.*

Primary uStore Manager - First Name*

Please note, only two uStore managers can be assigned to a single store.

Primary uStore Manager - Last Name*

Please note, only two uStore managers can be assigned to a single store.

Backup uStore Manager - First Name*

Backup uStore Manager - Last Name*

Are there additional individuals who will require access to this uStore? If yes, enter first then last name as well as the designated Marketplace Role (if known). Use comma (,) to separate multiple entries.

It is recommended that you check "send me a copy of my responses" before submitting. Following submission of this form, you will receive a confirmation email with a list of next steps.