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Event Requests

Purpose

Required information and event request timelines.

Event Requests

To ensure all club events are properly managed and funded, please note the following essential requirements:

• All clubs must complete the event request process for their events, even if there are no associated expenses.
• Clubs must have sufficient funds available before submitting an event request.

Pre-Approval for Expenses

If your event involves spending funds on items like supplies, food, decorations, or prizes, the College requires a pre-approval request. Here's how it works:

• Student Engagement will build and submit the event pre-approval request on your club's behalf, using the information you provide.
• To facilitate this, your event request must include the following information, as applicable:
  • Date the items are needed by, if needed before the event day.
  • Date, time, location, and description of the event.
    • This is the same information you submit to 25Live.
    • Events considered large or outside of CWI building hours may require additional security which will be required to be covered by the club. Email clubs@cwi.edu to obtain a quote for contracted security services.
  • Confirmation you have completed a 25Live request for space on- or off-campus (virtual, at another location, etc.).
  • List of requested items including screenshots of item, item number, vendor information, any shipping costs, and links to specific items if ordering online.
  • A copy of any quotes you have received from your selected vendor.
  • List of food items including screenshots of the menu with prices and any delivery fees.
    • Must include the gratuity you would like to utilize in addition to food costs. Gratuity may not exceed 20%.
  • Contact information of vendor for any requested contractual agreement requirements.
  • Details of any items being given away as gifts, prizes, or awards.
    • This requires a gift pre-approval along with the event pre-approval.
  • If gifts, prizes, or awards are being given away the full name, CWI email address, and student ID number for each recipient is required.
    • If the awardee is not known until the event, a club officer must coordinate with Student Engagement to collect the awardee information and securely deliver it to Student Engagement.
    • Gift cards or cash equivalents are not allowable purchases.
  • Events that are not open or require pre-registration must have a list of people who will be receiving food that is requested.
    • If the food recipients are undetermined, a sign-in list must be turned in to clubs@cwi.edu following the event. 

Once all the necessary information is provided, Student Engagement will request signatures from the required administrators. The current requirements for review and signature collection are estimated to be between 7 and 15 business days depending on the total cost and risk level of the event. Once signatures are collected and the event has been pre-approved, Student Engagement can then coordinate with the club to make purchases and submit contracts. The timeline will vary based on the purchasing needs.  

Event Approval Timelines

No Cost, On-Campus, Low-Risk Events

For events that can occur with no cost, on campus, and are considered low-risk, the event request should be submitted at least three (3) business days in advance.

• Marketing materials will not be approved nor will the event be shared publicly on the CWI events calendar unless the event has been approved. Therefore, it is recommended you turn in the event request prior to the three (3) business day requirement.

Events Requiring Online Purchases

For items that need to be purchased online, the event request should be submitted at least 15 business days in advance.

• The largest factor impacting this timeline is shipping cost and time which clubs should into account when submitting requests.
• CWI has an Amazon Business account which may include free or two-day shipping. Please verify the estimated shipping timeframes when considering purchasing from Amazon or other online sites. 

Events Requiring a Contract

For items that require a contract, the event request should be submitted at least 30 business days in advance of when the contract needs to be signed by both CWI and the selected vendor. 

• Contracts must be signed by the CWI contracts office.
• Contracts not signed by the contracts office are not valid and cannot use club or other institutional funds for payment. 

Events During Summer

Summer Club Events

For a club to be active and hold events during summer, they must:

• Be recognized as a club the spring term preceding the summer term.
• Have officers enrolled in at least one (1) credit over summer.
• Have an advisor who is on contract during the time of travel.

Exceptions may apply. For further clarification and guidance please work with Student Engagement early on in your summer planning process. 

Events, Fundraisers, & Community Service

Fundraising

Definition

Fundraising is the organized activity of seeking financial support for a club's operations, projects, or goals. It involves various methods such as events, campaigns, or direct appeals to gather donations from individuals, businesses, or foundations. The primary purpose of fundraising is to secure the necessary resources to achieve the club's mission and objectives, enabling activities like purchasing equipment, organizing events, supporting travel, which might not be possible through current funding. 

Types

Fundraising can take many forms, from large-scale events to smaller, ongoing efforts. Here are some common ways clubs raise funds: 

Events 

Events are often the most visible and engaging forms of fundraising. You can host: 

• Ticketed Events: People buy tickets to attend. This could be a gala dinner, concert, talent show, movie night, or a themed party. 
• Activity-Based Events: Participants pay to take part in an activity. Think a fun run/walk, sports tournament like basketball or a video game competition. 
• Sales-Based Events: Sell goods or services directly. This might be a bake sale, craft fair, or a merchandise sale (e.g., t-shirts, hats with club logo). 
• Experiential Events: These offer unique experiences for a fee. Examples include a "pie-in-the-face" fundraiser, or a silent/live auction of donated items or services. 

Campaigns 

Campaigns are focused efforts over a specific period, often with a clear goal in mind. You might organize: 

• Donation Drives: Directly asking for monetary donations through online platforms, mail, or in-person appeals. 
• Crowdfunding: Using online platforms to solicit small contributions from a large number of people. Online platform must be setup through CWI by emailing clubs@cwi.edu.
• Sponsorship: Partnering with businesses or individuals who provide financial support in exchange for recognition or advertising. 

Ongoing Initiatives 

These are continuous efforts that generate funds over time, such as: 

• Merchandise Sales: Selling branded items on an ongoing basis.
• Passive Fundraising: Programs where a percentage of purchases from partner businesses are donated back to the club (e.g., restaurant fundraising nights). 

Prior Approval for fundraisers is required. Fundraisers can be requested by emailing clubs@cwi.edu.  Student Engagement will communicate request issues, approvals, and denials to the club officers and advisors. 

Community Service

Definition

Community service refers to voluntary work performed by a club for the benefit of their local community, often without any financial compensation. The primary goal is to improve the quality of life for others, address specific community needs, or enhance the well-being of those involved.  

Events

The following are considered a community service event: 

• Direct Service: Activities that directly help individuals or groups, such as volunteering at a soup kitchen, organizing a park cleanup, or hosting a donation drive for a local shelter.
• Indirect Service: Activities that support community organizations or initiatives, such as fundraising for a local charity.
• Skill-Based Volunteering: Utilizing specific skills or expertise to benefit the community, such as tutoring students, providing demos in K-12 classes, or providing technical assistance to non-profits.

The following do not qualify as a community service event: 

• Religious Missions: Activities primarily focused on promoting a specific religion or converting individuals.
• Political Activities: Events organized to support a political party or candidate.
• Activities with Personal Gain: Events that primarily benefit club members or the College itself, such as social gatherings or club recruitment events.
• Required Academic Activities: Service activities required for a class or academic program do not count as additional community service for the club.

Events

Definition

Events are organized gatherings, activities, or occasions that serve a dual purpose for a club. Events provide engaging experiences for its members and the campus community and serve as a primary method for recruitment. By hosting events, a club also builds camaraderie, attracts new members, and raises awareness for its mission. 

Types

Events can take many exciting forms, each designed to appeal to different interests and achieve specific goals: 

• Social Gatherings: These events focus on building community and allowing members to connect in a relaxed setting. Examples include a themed party, a movie night, a game night, or a potluck dinner. The primary goal is to foster social interaction and strengthen member bonds. 
• Activity-Based Events: Participants engage in a specific activity together. This could be a spirited fun run/walk, a friendly sports tournament (e.g., a basketball or video game challenge), or a creative workshop (e.g., painting, crafting), or a bake-off. These events encourage participation and shared experiences. 
• Educational or Informative Events: These gatherings aim to share knowledge, skills, or insights related to the club's interests. Examples include a guest speaker presentation, a panel discussion, a skill-building seminar, or a documentary screening followed by a discussion. These events enrich members' understanding and expertise. 
• Performance or Showcase Events: These events provide a platform for members to demonstrate their talents or for the club to showcase its achievements. This might involve a talent show, a concert featuring member performances, an art exhibition, or an open mic night. 
• Community Service Events: These events involve the club interacting with and contributing to the wider community. Examples include a park clean-up day, or volunteering at a local charity. These events highlight the club's positive impact beyond its internal membership. 

Regardless of the type, successful events require planning, teamwork, and active participation from a club's members. They are a fantastic way to foster a vibrant club community and achieve its overall objectives. 

Food Sales

Recognized clubs may arrange to hold bake sale on the CWI campus. All food preparation must be in alignment with relevant health guidelines and will be subject to the same conditions as other student-run events with food service.  

The entity putting on the bake sale must limit what is sold to the following items: 

• Non-potentially hazardous, ready-to-eat foods produced in a licensed food establishment or food processing plant (e.g., premixed soda, powdered creamer, pretzels, cookies, doughnuts, cakes) served without direct hand contact, with limited portioning, directly onto or into sanitary single-use articles, or single service articles, from the original package.
• Non-potentially hazardous hot beverages (e.g., coffee, tea, apple cider) served directly into sanitary single-service articles.
• Pre-packaged frozen confections produced in a licensed food establishment or food processing plant.
• Foods that are non-potentially hazardous baked goods, are prepared in a residential kitchen in a private home or other location, and wrapped in a sanitary manner for sale or service.
• Commercially made caramel apples.
• Cotton candy.
• Machine-crushed ice drinks with non-potentially hazardous ingredients (e.g., slurpies, ices, slushies).
• Popcorn and flavored popcorn with butter and/or shake-on toppings.

For any items prepared in a residential kitchen in a private home: 

• Food must be wrapped in clear covering and visible.
• Food must be clearly labeled and include ingredients.
• Consumers must be informed by a clearly visible place card at the sale or service location that states the foods were prepared in a kitchen that is not inspected by the Idaho Department of Health.

Taking Cash or Card Payments for Fundraisers

If clubs want the ability to offer change for cash purchases and/or would like the ability to take card payments then please indicate this need when completing the Event Request form. 

Procedure

Change fund (cash box) procedures for student clubs and other one-time events: 

• Change funds must be requested through the event request process.
  • If your event requires a cash box, request it in the Fundraising section.
  • This will forward the request to Student Engagement for review.
  • Once approved, it is the club's responsibility to respond to student accounts emails regarding a scheduled pickup and return of cash box. 
• The Student Accounts cashier will provide a cash box, change fund, and change fund/petty cash action form.
  • The Student Accounts cashier and club advisor or designated club officer must each verify the amount and sign change fund/petty cash action form to check out the funds.
  • The club will be responsible for the return of funds in the amount listed on the change fund/petty cash action form.
• The deposit form and the funds from the event must be turned into the Student Accounts cashier.
  • The Student Accounts cashier and club advisor or designated club officer must each count and confirm the amount that will be deposited to the account printed on the deposit form. 
    • Revenue over $200 must be deposited at a One Stop Student Services location within one (1) business day. 
    • Revenue less than $200 needs to be deposited at a One Stop Student Services location within three (3) business days. 
    • Do not deposit the funds you received for the cash box. 

Reminder: It is very important you limit cash handling to avoid discrepancies. Only accept or give cash when you are doing a fundraiser that must use cash box. Never give cash to advisors, officers, or other members for any purpose. Any time you make a deposit or make a purchase, make sure you obtain a receipt. 

Payment Platforms

To ensure the security and proper accounting of all funds raised, clubs are only permitted to accept payments through methods officially set up and approved by the College. This is a critical policy for maintaining financial transparency and protecting both the club and its members. 

This means individual club members or the club itself may not set up independent accounts with third-party payment services for fundraising purposes. This includes, but is not limited to, Venmo, Zelle, Cash App, PayPal, or personal credit card readers. Using unapproved methods can lead to complications with auditing, tax reporting, and the overall financial integrity of the College and your club. 

Collecting Sales Tax

CWI clubs are subject to Idaho State Tax Commission laws. Recognized clubs fall under the College’s reseller permit and, as such, the Business Office will report any sales and pay the sales tax to the state. The following are some basic guidelines to consider:

• Fundraisers that involve the sale of food or merchandise for a set price (not an auction or raffle) are subject to 6% Idaho state sales tax. This includes yard sales.

• Revenue from events that charge admission will be taxed. A "suggested donation of $3" is an admission fee and is taxable. A suggested price may not be posted, advertised, or otherwise noted to be considered a donation.

• If the club does not want to charge sales tax on the sales or event cost, they must calculate 6% of total proceeds, and that amount will be paid to the state of Idaho as sales tax.

If you have questions or need clarification regarding sales tax requirements, please contact clubs@cwi.edu, who can help facilitate the answer to your inquiry.

 

Liability & Risk Management Forms

Event requests are reviewed for potential risks (e.g., sporting events, club trips). Clubs planning events that may require additional risk mitigation measures, such as security, insurance, or liability waivers, are strongly encouraged to notify Student Engagement early in the planning process. This allows for timely collaboration with Risk Management to determine any necessary requirements and ensure a smooth approval process for the event.

If elevated risk is identified, Student Engagement collaborates with Risk Management to determine the need for security, insurance, or liability waivers to mitigate risk.

For events requiring liability waivers, club advisors and officers are responsible for ensuring all participants complete the forms correctly. Completed waivers must be returned to Student Engagement after the event. Failure to submit properly completed waivers from all affiliated participants may result in the club losing its active and/or recognition status.

All club field trips and travel require the CWI travel waiver to be signed at least three (3) business days before departure. Prior approval for travel and field trips is mandatory (refer to the travel section for details).

Reporting Accidents or Injuries

It is the responsibility of the club advisor to notify the Office of Student Engagement within 24 hours of any injury occurring during any club event, fundraiser, etc. The advisor will need to fill out an . Risk Management may be in contact with the club advisor and students to get more information regarding the accident or injury. 

Event Security

Special events open to the campus and/or the public may be required to have a security presence. The completed request will be reviewed by the Office of Student Engagement and Risk Management to determine if security is required. Factors to be considered include the:

• Nature of the event
• Expected attendance
• Time of the event
• Age of the expected attendees
• Openness of the event
• Entertainment being provided
• Expected lighting conditions

The Office of Student Engagement and Risk Management may also consider the security history pertaining to events sponsored by the club in the past or similar events sponsored by other student clubs. 

Security is always required if the club is utilizing a campus building after normal operating hours. 

CWI reserves the right to require the number of security positions appropriate for the crowd size. In the event that it is necessary to engage additional security beyond what can be provided by the College, any costs incurred for such a purpose shall be the responsibility of the club hosting the event. 

Reserving Space for Events

Room reservations must be made at least three (3) business days in advance.

To ensure a smooth process for all club activities, please note the following regarding event and room reservations: 

• All requests for room reservations must be submitted by completing and event request in 25Live.  
• Recognized student clubs may use CWI rooms free of charge, though room availability varies. 
• Reserving a space for your event does not automatically mean the event itself is approved.
  • All event concepts, regardless of the space reserved, must also be submitted for approval to Student Engagement to ensure your event aligns with college policies and offers the best possible experience for attendees.
  • If an event is denied approval, any associated room reservation will be automatically canceled. 
• While room reservations must be made at least three (3) business days in advance, clubs are strongly encouraged to reserve spaces and request event approval far in advance of this minimum requirement. This will give your club ample time for planning and help avoid any last-minute complications. 

Sign Posting & Publicity Guidelines

Clubs can promote their activities through various media, including printed materials like posters and handouts. Different approval processes apply to each type.

Posters

Posters are large printed materials designed to be visually appealing and informative used to promote events or activities in designated posting areas. Individuals cannot post their own posters and must follow the posting request process, regardless of affiliation with a club.

Approval Process

• Submission: Submit your poster design electronically (.pdf, .jpeg, or .png) to clubs@cwi.edu by Wednesday at 11:59 p.m. for posting that Friday. Include:

  • Poster file that is sized correctly to 8.5" x 11".
  • Desired CWI posting locations.
  • A blank white box (2" wide x 1" tall) in the bottom right corner for approval stamping.

• Approval: Student Affairs reviews, approves, stamps, and posts all posters. Facilities will then post the approved posters.

• Late Submissions: Posters submitted after the deadline will be posted the following Friday.

• Unauthorized Posting: Posters without approval will be removed, and repeated violations may lead to sanctions.

• College Branding: To maintain consistency and protect the integrity of the College's identity, student clubs are prohibited from using the official college logo or mascot in any of their materials or activities without prior written approval from CWI Marketing & Communications.

  • Clubs wanting to utilize the otter in their club logo should refer to the Mascot Usage Guide: Students, Student Clubs & Organizations. 

Handouts

Handouts are informational documents (e.g., brochures, flyers, leaflets, cards) distributed directly to individuals.

Printing

• For printing by Student Engagement, submit your design electronically (.pdf, .jpeg, or .png) to clubs@cwi.edu at least three (3) business days in advance. Specify the desired quantity and print size.
• Clubs can use the paper cutter at the  (NCWC) for self-printing.
• Handouts must be given directly to people and not left unattended on surfaces.

Guidelines

• Prohibited content including materials containing solicitation, obscene, libelous, or illegal content, or violating CWI policies, are not allowed.
• Signs placed on easels or designed to be free-standing require approval from Student Engagement who will coordinate placement with Facilities to avoid obstructing traffic.

By adhering to these guidelines clubs can effectively promote their activities while maintaining a safe and informative campus environment.