Event Requests

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.