Student Life Event Proposal Form

Student Organizations
All college-sponsored chartered organization activities, both on-and-off campus, must be approved prior to the activity by the Student Life office. Activities and events must be proposed at least 14 business days before the date of the proposed activity. Travel outside of MCC must have approval from Student Life and advisors will need to follow the process and travel guidelines set for student organizations. Please read the following User Agreement and complete then submit the form for your activity to be considered.

NOTE: General events of a specific type may be approved for a full semester, but the organization should email Student Life prior to the event to provide date and location information. Example: Your organization wants to have a park day at Cameron Park, and the event is approved. If the event is repeated within the same semester with the same format, an email to Cassy Stroud at cstroud@mclennan.edu with the new date(s) will fulfill this form requirement for repeat events.

User Agreement
The following is agreed to and understood by the sponsoring organization:

A. All College policies, rules, and regulations governing student actions will be observed.

B. The organization is responsible for complete removal of all materials brought in by the organization specifically for the activity and for the removal and disposal of all posters, signs, exhibits, etc. displayed by the organization, both on and off campus, immediately following the activity.

C. The organization will make satisfactory arrangements with the college or other involved parties in the event of breakage or damage to property.

D. This proposed activity may not be approved if this form is not properly completed and submitted at least two weeks (14 days) before the date of the activity.

E. This proposed activity has not been officially approved and may not take place until the organization and/or the advisor have received approval by e-mail from Student Life.

F. Clicking "I agree" on the Student Life Event Proposal Form is binding and represents the signature of the organization representative or advisor.

Student Life Center Reservations
The Student Life Center is open for reservations for non-student organization-related events conducted by MCC offices/departments. Events must be proposed at least 14 business days before the event date. While the space is reserved, this does not grant the requesting party access to adjacent offices or equipment. Some equipment may require training, and some can only be operated by Student Life staff. Please read the following User Agreement and complete and submit the form for your activity to be considered.

User Agreement

The following is agreed to and understood by the requesting office/department:

A. All College policies, rules, and regulations governing employee actions will be observed.

B. The proposing office/department is responsible for the complete removal of all materials brought in specifically for the event, as well as the removal and disposal of all food, posters, signs, exhibits, etc., immediately following the event.

C. If requesting the use of the coffee maker, popcorn machine, and/or frozen drink machine, the proposing office/department must provide the consumable materials. The Office of Student Life can provide recommendations on where to purchase these items.

D. The requesting office/department has access only to the areas and equipment indicated on the form and approved by the Office of Student Life.

E. The office/department will make satisfactory arrangements with the Office of Student Life in the event of breakage or damage to property.

F. This proposed event may not be approved if the form is not properly completed and submitted at least fourteen (14) business days before the event date.

G. This proposed activity has not been officially approved and may not take place until the proposing office/department has received approval by email from Student Life.

H. Clicking "I agree" on the Student Life Event Proposal Form is binding and represents the signature of the office/department’s representative.

Name of Student Organization, office, or department

Today's Date

Information About Person Submitting Proposal

Your role in a Student Organization or MCC position title

Your Role at McLennan Community College

MCC ID Number

First Name

Last Name

Phone Number

Email Address

Event Proposal

Event Name

Proposed Activity

Proposed Location

Event Date (or Event Start Date)

Check Applicable Boxes

Multi-Day Event

One-Time Event

Recurring Event

Provide any details from the previous question.

Event Start Time

Event End Time

Select all attendee types that apply:

Describe any involvement by individuals who are not members of your organization and/or MCC students, staff, or faculty.

Advisor(s) who will be present (if applicable):

Check this box if funds are needed.

Yes, funds are needed.

Will the organization be utilizing organization funds? Will the organization be requesting financial support from Student Life or an outside source? Please describe anticipated financial needs and sources of funds, if applicable.

Please explain your facility and equipment needs (if applicable).

Please explain your cleanup plan after the event (if applicable).

If the event is online, please provide a link and/or description for accessing the virtual meeting.

Submission

Please read the "User Agreement" above, and select "I agree" to denote that you understand and agree with the stated policies and procedures.

I agree.