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 to sell tickets to their events. For information, contact Matt Trombley at MJTrombley@stcloudstate.edu or 320-308-3977. 

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

In-State Travel (within Minnesota)

Required

  • Receive verbal approval from your adviser
Optional

  • 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) 

Out-of-State Travel (outside of Minnesota)

Required

  • Written approval from adviser
  • 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

  • Written approval from adviser, assistant director for student organizations, vice president for Student Life and Development and university president
  • Complete Student Travel Authorization Form at least 10 business days prior to departure (see PDF below)
  • 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