Events and Travel | St. Cloud State University

Department of Campus Involvement

Events and Travel Planning

For student organizations

Planning for Events or Travel

Student organizations often plan events as part of their organization's activities. Occasionally, student organizations will travel for events or special activities relating to their organization. Here are tips, documents and forms to help with your planning.

EVENT RESOURCES

TRAVEL RESOURCES

Event Resources

Planning Documents

ADVERTISING AND PROMOTIONAL AREAS

CULTURAL EVENTS PLANNING CHECKLIST

EVENT PLANNING GUIDE AND TIMELINE

FUNDRAISING CHECKLIST

HUSKIESCONNECT TUTORIALS

LIABILITY WAIVER

Reserving Space on Campus

ATWOOD MEMORIAL CENTER

SPORTS FACILITIES

MILLER CENTER

Food/Catering Student 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 in Garvey Commons.
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 Garvey Commons
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.

Cash Box

To reserve a cash box for your event, 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 Resources

Before you begin planning your travel, review these resources to ensure you're good to go.

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)

Required for International Travel (outside of the United States)

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.

Travel Forms

Vehicle reservation

Travel authorization forms

Need/Person(s)	Form
Any person driving for a university function	Release of Liability Form (PDF) Complete form and keep advisor
All student organization travel	Student Travel Authorization Form (PDF)
All Minnesota State employees	Employee Travel Authorization Form (PDF)
Any person using a university vehicle	Travel Roster (PDF) Recommended for all university-related travel
Any person traveling for university purposes Take these forms with you and keep in case of emergency	Vehicle Accident Report (PDF) Accident/Injury Report (PDF) Incident Report (PDF) (Submit to the Director of Campus Recreation)

Notes:

Student organizations are not required to travel in university vehicles
It is recommended that advisors travel with students
Advisors are not liable for student organization travel, provided they do not knowingly condone violations of university policies and local, state and federal laws