Department of Campus Involvement
Events and Travel Planning
Student organizations often plan events or travel as part of their organization activities. Here are tips, documents and forms to help with your planning.
Event Planning
Planning Documents
Reserving Space on Campus
Catering for events on campus
Chartwells
Student Gathering Menu
- Lower cost
- Disposable items
- Items must be picked up by event organizer
- Needs to be ordered at least seven business days before event
- Orders must be placed through Catering office. Their office is located in room 146 on the main level of Atwood Memorial Center between Coffee Corner and the SOCA space.
- Must complete the Student Group Expense Authorization Form (PDF) prior to order. Click this link for expense form
Retail Menu
- Items can be ordered up to 24 hours in advance of event
- Items must be picked up by event organizer
- Orders must be placed through Catering office. Their office is located in room 146 on the main level of Atwood Memorial Center between Coffee Corner and the SOCA space.
- Must complete the Retail Ordering Expense Form (PDF) prior to order.
Gathering Menu
- Can be ordered online through Chartwells catering website
- Items will be set up and cleaned up by Chartwells staff
- Needs to be ordered at least seven business days before event
- Must complete the Student Group Expense Authorization Form (PDF) prior to order.
For all student organization catering options, contact Chartwells at 320-308-4295 and
catering@stcloudstate.edu.
Payment options for Catering Bring your Chartwells invoice and your signed (by your adviser) Payment Request Form to the Department of Campus Involvement.
Ticket Sales
Student organizations can work with the Atwood Information Desk or online ticketing system to sell tickets to their events. For information, contact the Student Organization Support Staff.
Reserving a Cash Box
Provide these details at the Information Desk in Atwood Memorial Center:
- Organization/Group name
- Your name
- Phone number
- Date cashbox is requested
- Pickup time
- Return cashbox date
- List of people that can pick up the box
Travel
Travel Guidelines
Before Departure
- Complete Student Travel Authorization Form at least 10 business days prior to departure (see pdf below)
- Send Travel Roster to adviser prior to departure (see PDF below)
International Travel (outside of the United States) Required
- Signed Travel Authorization Form by adviser, assistant director for student organizations, vice president for the Division of Student Affairs and University President
- Complete International Activity Agreement (see PDF below)
- Send Travel Roster to adviser prior to departure (see PDF below)
Upon Return
- Keep all receipts from your travel
- Note: Make sure to ask for itemized receipts so that it shows all items that were purchased during that transaction
- Complete Payment Request Form, attach receipts, have your adviser sign, and bring form to the Department of Campus Involvement
- Complete any follow up reports (if required) by organization, department, or other source of funding
Student organizations traveling for conferences, service projects and events must follow
University guidelines (PDF).
Travel forms
Vehicle reservation
Travel authorization forms
Required for persons driving for university functions, including student organization travel
Required for student organization travel
Required for any Minnesota State employee
Required if using a university vehicle, recommended for all university related travel
Additional forms to carry when traveling for university purposes
To be completed by the person who witnesses, or was informed about, an incident:
Notes:
- Student organizations are not required to travel in university vehicles
- It is recommended that advisers travel with students
- Advisers are not liable for student organization travel, provided they do not knowingly condone violations of university policies and local, state and federal laws
