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Programming Processes for Student Organizations

Updated Processes for Spring 2013

NOTE: Space and event requests should be submitted no later than 2 weeks in advance of the program date.  Space request confirmations can and will take varying amounts of time, depending on the request process and space.  Additionally, any programs involving third parties/vendors/contracts should be submitted 4-6 weeks in advance of the program date. 

 

Links to new space reservation forms will go live at 12pm MST on Monday, March 25, 2013.  

Steps in Programming

  1. Complete the appropriate space reservation request:
    • Complete the new OrgSync Form for:
      • Residence Halls (JMAC, Halls, Nelson), Cherrington Hall, Craig Hall Community Room, Evans Chapel
    • Contact a building manager/scheduler directly for:
    • Complete the 25Live Form for:
      • All other Spaces, including Driscoll Student Center, Sidelines Pub, academic buildings, outdoor spaces, Towers Lounge, tables (Driscoll bridge and outside), rooms in the Anderson Academic Commons, etc.  Find instructions for this request process here.
  2. Complete the Student Org Event Request Form
    • Greek chapters (IFC, Panhellenic, and MGC) should use this form instead.
  3. Review the following documents for risk management and contract/vendor processes at the University.
    • Request a meeting with a Student Activities staff member to discuss your event via email org-support@du.edu, preferably 6 weeks in advance of your event.
    • Contracts/agreements with vendors must be submitted to Student Activities no less than 20 business days in advance of your event.  Anything submitted in less than 20 days will not be forwarded to Business Services for proper review.
  4. When your space and Event Request Form have both been approved, you may advertise your event.
  5. Request additional resources you may need.
    • Multimedia Services: Online Reservation Form
    • Facilities Services (Grounds, Custodial, Tables/Chairs, Electricity, etc.): Complete this form and email to Francisco Chacon, no later than 10 business days prior to your event.
    • Outside Food Providers:  Use this form to request a Certificate of Insurance and also acquire a copy of their food service license, and submit both to org-support@du.edu.
      • Vendors simply delivering food must meet at minimum the General Liability requirements on this form.
      • Vendors serving food at DU (with their staff/employees) must meet both General Liability and Workman's Compensation requirements on this form.
  6. Request a W9 (IRS form for payment) from your vendor(s) and submit the completed form to the Student Comptroller (studentcomptroller[at]du.edu) so that the vendor can be set up in the DU Accounts Payable system.
  7. Complete the Purchase Order Form if you want DU to pay your vendor directly, or the Reimbursement Form for any expenses which you/your org members paid for out of pocket.
    • If you have DU pay the vendor directly, you'll need to submit the signed contract/agreement to the Student Comptroller, in addition to the form.
      • Payment is always after the event, within 30 business days.
  8. Host your event!

Many of these items take a considerable amount of lead time, so start planning for your event as far in advance as possible and contact the Student Activities Org Support team for assistance in getting your event approved.  Email org-support@du.edu to ask questions or set up an appointment to discuss your upcoming event.

 

Student Organization Handbook/Resources

All Recognized Student Organizations should have received resources for event planning at the Annual Student Leadership Training Conference in October 2012, or upon licensing if it is a new group this academic year. Those resources can be accessed through the links to the left. The official Student Organization Handbook is being revised and will be uploaded to this site as soon as it is complete.