91ɬ��

Events

Definition

Events are organized gatherings, activities, or occasions that serve a dual purpose for a club. Events provide engaging experiences for their members and the campus community and serve as a primary method for recruitment. By hosting events, a club also builds camaraderie, attracts new members, and raises awareness for its mission.

Types

Events can take many exciting forms; each designed to appeal to different interests and achieve specific goals: 

• Social Gatherings: These events focus on building community and allowing members to connect in a relaxed setting. Examples include a themed party, a movie night, game night, or a potluck dinner. The primary goal is to foster social interaction and strengthen member bonds.
• Activity-Based Events: Participants engage in a specific activity together. This could be a spirited fun run/walk, a friendly sports tournament (e.g., a basketball or video game challenge), or a creative workshop (e.g., painting, crafting), or a bake-off. These events encourage participation and shared experiences. 
• Educational or Informative Events: These gatherings aim to share knowledge, skills, or insights related to the club's interests. Examples include a guest speaker presentation, a panel discussion, a skill-building seminar, or a documentary screening followed by a discussion. These events enrich members' understanding and expertise.
• Performance or Showcase Events: These events provide a platform for members to demonstrate their talents or for the club to showcase its achievements. This might involve a talent show, a concert featuring member performances, an art exhibition, or an open-mic night.
• Community Service Events: These events involve the club interacting with and contributing to the wider community. Examples include a park clean-up day, or volunteering at a local charity. These events highlight the club's positive impact beyond its internal membership. 

Fundraisers

Definition

Fundraising is the organized activity of seeking financial support for a club's operations, projects, or goals. It involves various methods such as events, campaigns, or direct appeals to gather donations from individuals, businesses, or foundations. The primary purpose of fundraising is to secure the necessary resources to achieve the club's mission and objectives, enabling activities like purchasing equipment, organizing events, supporting travel, which might not be possible through current funding.

Types

Fundraising can take many forms, from large-scale events to smaller, ongoing efforts. Here are some common ways clubs raise funds:

Events 

Events are often the most visible and engaging forms of fundraising. You can host: 

• Ticketed Events: People buy tickets to attend. This could be a gala dinner, concert, talent show, movie night, or a themed party.
• Activity-Based Events: Participants pay to take part in an activity. Think of a fun run/walk, sports tournament like basketball or a video game competition. 
• Sales-Based Events: Sell goods or services directly. This might be a bake sale, craft fair, or a merchandise sale (e.g., t-shirts, hats with club logo).
• Experiential Events: These offer unique experiences for a fee. Examples include a "pie-in-the-face" fundraiser, or a silent/live auction of donated items or services.

Campaigns 

Campaigns focus efforts over a specific period, often with a clear goal in mind. You might organize: 

• Donation Drives: Directly asking for monetary donations through online platforms, mail, or in-person appeals. 
• Crowdfunding: Using online platforms to solicit small contributions from a large number of people. Online platform must be setup through 91ɬ�� by emailing clubs@cwi.edu. 
• Sponsorship: Partnering with businesses or individuals who provide financial support in exchange for recognition or advertising.

Ongoing Initiatives

These are continuous efforts that generate funds over time, such as: 

• Merchandise Sales: Selling branded items on an ongoing basis.
• Passive Fundraising: Programs where a percentage of purchases from partner businesses are donated back to the club (e.g., restaurant fundraising nights).

Community Service

Definition

Community service refers to voluntary work performed by a club for the benefit of their local community, often without any financial compensation. The primary goal is to improve the quality of life for others, address specific community needs, or enhance the well-being of those involved. 

Events

The following are considered a community service event: 

• Direct Service: Activities that directly help individuals or groups, such as volunteering at a soup kitchen, organizing a park cleanup, or hosting a donation drive for a local shelter.
• Indirect Service: Activities that support community organizations or initiatives, such as fundraising for a local charity.
• Skill-Based Volunteering: Utilizing specific skills or expertise to benefit the community, such as tutoring students, providing demos in K-12 classes, or providing technical assistance to non-profits.

The following do not qualify as a community service event: 

• Religious Missions: Activities primarily focused on promoting a specific religion or converting individuals.
• Political Activities: Events organized to support a political party or candidate.
• Activities with Personal Gain: Events that primarily benefit club members or the College itself, such as social gatherings or club recruitment events.
• Required Academic Activities: Service activities required for a class or academic program do not count as additional community service for the club.

Regardless of the type, successful events require planning, teamwork, and active participation from club members. They are a fantastic way to foster a vibrant club community and achieve its overall objectives.

To ensure club activities are properly approved, supported, and funded, all clubs must submit an Event Request Form for every event, activity, or initiative, even if no club funds will be used. This helps ensure compliance with 91ɬ�� (91ɬ��) policies and allows the Office of Student Engagement to provide the support needed for a successful experience. Events may not be advertised or held until approval has been granted. Failure to submit a request form or proceeding with an unapproved event may result in sanctions and could impact future club activities.

Follow the steps below to plan and request approval for your event:

1. Verify Available Club Funds
   Prior to submitting an Event Request Form, clubs should review their available funding and determine if they have enough funds to cover the cost of the purchase. If the club does not have sufficient funding, we recommend completing a Funding Request Form. For inquiries regarding club balances, contact clubs@cwi.edu. 
    
2. Create an Event Budget
   Clubs are responsible for putting together initial estimates/quotes and screenshots of the items with pricing to include in their request. If your club event has no purchases, this step can be skipped. The following is a list of potential event expenses to consider while preparing an event budget and request:
   • Food & Beverage: If your event includes food be sure to include a screenshot of the menu with prices, any applicable delivery costs, and gratuity amount. Events that are 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 into the Office of Student Engagement following the event.
   • Food Allowance Guidelines: Food purchases must comply with Admin 070 – Food & Entertainment. The following guidelines apply but are not limited to:
     • Up to $13.95 per person.
       Event has a duration of three (3) or more hours.
     • Up to $19.25 per person (before 5 p.m.) or $30.25 per person (after 5 p.m.).
       Event has a duration of six (6) or more hours.
     • Note: All gratuities must be included in the Event Request Form and approved in advance. 91ɬ�� permits gratuities of up to 20%. Gratuities and delivery costs are separate from the allowable food cost per person.
   • Supplies: Common event supplies to consider are decorations, activity-based items, plates, napkins, utensils, drinkware, and/or ice. Be sure to think of everything you would absolutely need for the event as all clubs are responsible for providing/purchasing all materials.
   • Gifts, Prizes, & Awards: If gifts, prizes or awards are being given away the full name, 91ɬ�� email address, and the student ID number for each recipient is required. If the awardee is not known until the event, club leaders must coordinate with the Office of Student Engagement to collect awardee information and securely submit it following the event. For more information, clubs should refer to the Gifts, Prizes, or Awards section of the Student Club Handbook for additional guidance.
   • Vendors: If your event requires working with a vendor (whether that be to pay for their services, ordering materials, renting equipment), clubs will need to provide the contact information of the vendor. Depending on the purchase, contracts may be required.
   • Security: Events considered large or outside of 91ɬ�� building hours may require additional security which is required to be covered by the club. For information regarding security, clubs should refer to the Event Security section of the Student Club Handbook for additional guidance.
   • Note: All event budgets should include appropriate links and shipping costs for the items being requested. 
      
3. Request Space for Event
   Once a space has been determined, whether the event is on campus, off campus, or virtual, clubs will need to request that event space within 25Live. This is to ensure all club events are publicly advertised after approval. For more information, clubs should refer to Request Space for Events section in the Student Club Handbook for additional guidance.
    
4. Submit an Event Request Form
   All event request forms must be completed by a student in a club officer role. Club should be prepared to show evidence of all event details, any applicable purchases and how the club voted to spend funds. Once submitted, the request will undergo a review process to verify sufficient club funding and to determine the request meets all event request requirements. If all looks good, the club’s event request will be submitted to receive overall budget approval.
   
   
   
   For timelines for approvals, clubs should refer to the Event Request Approval Timelines section of the Student Club Handbook for additional guidance. All approval timelines will vary as each request is different and may involve additional review and approvals.
    
5. Market Your Event
   Once the club has received confirmation from the Office of Student Engagement that their event request has been approved, clubs can begin advertising and marketing the event. For guidance around campus marketing guidelines, club should refer to the Posting, Publicity & Branding Guidelines of the Student Club Handbook.
    
6. Facilitation of Approved Club Event Purchases
   If approved, the Office of Student Engagement will begin the process of purchasing any applicable approved items within the request. It is the responsibility of the club to respond to communication inquiries as relevant to their purchase to ensure no delay. Once items have arrived, clubs will receive an email with instructions for pick-up (if applicable).

No Cost, On-Campus, Low-Risk Events

For events that can occur at 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 College's event calendar unless the event has been approved. Therefore, it is recommended clubs submit event requests prior to this 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 take into account when submitting requests.
• 91ɬ�� (91ɬ��) 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 Contracts

For events that involve external individual, group, service, performer, speaker, or equipment rentals that require a contract, the event request should be submitted at least 30 business days before the contract needs to be executed. The Office of Student Engagement will facilitate the contract process as part of the event approval process on the club’s behalf.

• Contracts must be reviewed and approved by the provost and the 91ɬ�� Contracts Team.
• Contracts signed by anyone other than the authorized signatory are not valid and cannot be paid using club funds.
• Clubs must receive event approval before continuing discussions with vendors or service providers.

Events During Finals Week

For events or activities that fall within finals week, no event will be approved. Exceptions to this rule can be made by contacting clubs@cwi.edu. 

• Fall 2026: Monday, Dec. 7 – Friday, Dec. 11
• Spring 2027: Monday, May 10 – Friday, May 14

Fundraisers are a valuable way for clubs to generate revenue in support of their mission, activities, and events. To ensure compliance with college policies, financial regulations, and state law, all fundraising activities must be reviewed and approved through the established event request process. The following sections provide guidance on food sales, payment collection, cash handling, and sales tax requirements to help clubs plan successful and compliant fundraising activities.

Student clubs planning to show a movie, documentary, television program, or other copyrighted video content as part of an event must comply with U.S. copyright law and college policies. Public and advertised screenings require a public performance license or written permission from the copyright holder, even when the event is free, held on campus, or intended for educational purposes.

Public Screenings

A screening is considered a public performance when it takes place outside of a private home setting. Classroom screenings that are part of face-to-face instruction in a class may qualify for copyright exemption. However, students club events, social gatherings, fundraisers, and recreational movie nights do not qualify and require screening rights.

Before Requesting & Showing a Movie

Student clubs must obtain one of the following before requesting, advertising or hosting a film event:

• A valid Public Performance License (PPL) or screening rights for the film.
• Written permission from the film’s copyright holder, studio, distributor or authorized licensing agent.

Simply purchasing, renting, borrowing, downloading, or streaming a move through services such as Netflix, Hulu, Disney+, Amazon Prime Video, or a personal DVD collection does not grant the right to show a film at a club event. Clubs must receive both the screening rights and event approval before holding the event.

Failure to secure appropriate rights will result in the denial of the event and could expose the sponsoring organization and college to copyright infringement claims. Clubs considering a movie screening or are unsure whether licensing is required should contact clubs@cwi.edu early in the planning process to assist clubs in determining licensing requirements, estimated screening costs, and identifying resources for obtaining public performance rights.

Clubs wishing to offer gifts, prizes, or awards must obtain approval from the Office of Student Engagement before any items are acquired or distributed. For items associated with an event, this should be included as part of an Event Request Form. For items not associated with an event, this should be included as part of a Purchase Request Form. Once approved, the Office of Student Engagement will coordinate the acquisition of the item(s) on the club’s behalf.

Guidelines

• Gift cards and cash-equivalent items are not permitted.
• Club officers and advisors are not eligible to receive gifts or prizes from the club. Exceptions to this rule may apply, please contact clubs@cwi.edu for more information.
• All recipients must sign for prizes, gifts, and awards when they receive them. Student Engagement will provide clubs with a copy of an approved prize form. All signed forms must be returned to Student Engagement.
• Recipients of non-monetary gifts valued at more than $100 must complete a W-9 Form. (Note: The Business Office will not issue a 1099 unless the total value is over $600 for the year.)

Questions regarding gifts, prizes or awards should be directed to the Office of Student Engagement at clubs@cwi.edu before submitting a request.

Recognized student clubs may reserve 91ɬ�� spaces for meetings, events, and activities at no cost, subject to room availability. All room reservation requests must be submitted through 25Live and should be made at least three (3) business days in advance.

Important Reminder

Submitting a room reservation request does not automatically approve the event. All club events and activities must be submitted to the Office of Student Engagement for review and approval. If an event is not approved, any associated room reservation will be canceled. Clubs are strongly encouraged to submit room reservations and event requests well in advance to allow sufficient time for planning and approval.

Steps for Requesting a Room

1. Verify Submission of an Event Request
   Prior to submitting a room reservation request, clubs should verify that they have submitted an Event Request Form. For clubs that have not submitted an Event Request Form, please refer to Steps to Request Club Events & Activities for guidance around that process.
    
2. Submit a Room Reservation Request through 25Live
   All club requests submitted through 25Live must be completed by a student in a club officer role. Any requests made by anyone other than a club officer will be denied. It is encouraged for clubs to plan ahead whenever possible to avoid scheduling conflicts.
   
    
    
3. Request Review, Approval/Denial, & Confirmation
   Upon submission, all club room reservation requests undergo an approval process with the Office of Student Engagement, Scheduling, Facilities, and any other applicable areas within the College. Upon approval, all clubs should receive email notification from Scheduling confirming the use of the space.
   
   It is important clubs confirm the room reservation and event request have both been granted approval before advertising or hosting the event.

All event requests are reviewed for potential risks. The Office of Student Engagement and Risk Management Office may require additional safety measures for events that involve elevated risk, including liability waivers, insurance, or security. Clubs are encouraged to work with the Office of Student Engagement early in the planning process to identify and address risk management requirements.

When liability waivers are required, club officers and advisors are responsible for ensuring all participants complete the necessary forms and that completed waivers are submitted to Student Engagement following the event. Failure to submit required waivers may result in a review of club recognition status.

Reporting Accidents or Injuries

Any accident or injury that occurs during a club event, fundraiser, or activity must be reported to the Office of Student Engagement within 24 hours. The club advisor is responsible for completing an Accident/Incident Report Form. Risk Management may contact the club advisor and any students involved to gather additional information regarding the incident.

Certain club events may require a security presence to help ensure the safety of participants, guests, and college facilities. All events are reviewed by the Office of Student Engagement and Risk Management Office to determine whether security is needed. Factors considered may include:

• Nature of the event
• Expected attendance
• Time of the event
• Age of attendees
• Whether the event is open to the campus or public
• Entertainment or activities being provided
• Lighting and environmental conditions
• Security history of past club events or similar events hosted by other organizations 

Security Requirements

Security is required for events held on campus outside of normal operating hours. 91ɬ�� (91ɬ��) reserves the right to determine the number of security personnel needed based on the size and nature of the event. If additional security services are required beyond those provided by the College, any associated costs incurred will be the responsibility of the hosting club.

Planning Ahead

Club should consult with the Office of Student Engagement early in the event planning process if an event may require security or other risk management measures. Early planning helps ensure compliance with 91ɬ�� policies and supports a successful event.

Student clubs are encouraged to promote their events and activities through posters, handouts, and social media. All promoted materials must follow 91ɬ�� (91ɬ��) policies and receive any required approvals before distributed or displayed.

Posters

Posters are designed to promote events and activities in approved campus posting locations. Club leaders, club members, or club advisors may not post materials independently; all posters must go through the approved posting process.

Submission Requirements

Submit poster designs to clubs@cwi.edu by Wednesdays at 11:59 p.m. for posting distribution on Friday. Submissions should include the following:

• Poster size: 8.5” x 11”
• Poster acceptable file type: PDF[MH1]
• Desired campus posting locations
• A blank white box (2” x 1”) in the lower right corner for approval stamping

Student Affairs reviews, approves, stamps, and prints all posters on campus. Posters submitted after the weekly deadline will be distributed for posting the following Friday.

Handouts

Handouts include flyers, brochures, leaflets, cards, and other materials distributed directly to individuals. Handouts may not be left unattended on tables, counters, or other campus surfaces.

Printing Requests

Submit handout designs to clubs@cwi.edu at least three (3) business days before they are needed. Clubs need to include the following:

• Print size
• Print quantity
• Print acceptable file type: PDF[MH2] 
• Individual picking up request

For self-printing, clubs can use the paper cutter located on the third floor of the Nampa Campus CapEd Student Success Center (NCSC).

Branding & Mascot Use

Student clubs play an important role in representing themselves at 91ɬ��. To ensure consistency with 91ɬ�� branding standards and mascot guidelines, clubs should review the Mascot Usage Guide before creating logos, marketing materials, merchandise, social media content, or promotional items. The guide outlines expectations for the use of 91ɬ�� branding, use of the mascot, endorsements, sponsorships, and social media communications.

Mascot Usage Guide for Student Clubs

To maintain consistency and protect the integrity of the College’s identity, student clubs are prohibited from using the official college logo or mascot in any of their materials or activities without prior written approval from 91ɬ�� Marketing and Communications.

Compliance

• Posters displayed without approval will be removed, and repeated violations may result in sanctions.
• Materials containing solicitations, obscene, libelous, illegal, or policy-violating content are prohibited.
• Freestanding signs, easels, and similar displays require approved from the Office of Student Engagement prior to placement. Student Engagement will work with Facilities to coordinate approved placement to avoid obstructing traffic and building access.

By following these guidelines, clubs can effectively promote their activities while helping maintain a safe, welcoming, and professional campus environment.