Student Organization Event Planning
Student organizations must complete the Student Organization Proposal Form prior to any campus event, meeting, volunteering, fundraising, travel (day trip only) or fellowship. The Student Organization Proposal Form must be submitted at least fourteen (14) business days (campus operating hours) in advance of the event. Student Organization advisors need to be aware that a proposal form is being submitted. Not submitting this form in advance will result in a possible cancellation of event, meeting, volunteering, fundraising, travel or fellowship. Events must be approved by the Student Life Office before student organizations are allowed to secure speakers/vendors for the event. (Because of the short amount of time, Student Life will not be accepting requests between Thanksgiving and the Winter Break.)
IMPORTANT: When registering for an event off campus, when filling out the name of your organization you will need to use the name of your student organization followed by "MCC Chapter". Student organizations represent a portion of the campus, not the institution as a whole.
- Student Organization Event Proposal Form (This form is for any on or off campus events, meetings, community service, travel, etc.)
The following forms are required for any guest speakers, workers, or volunteers that are not affiliated with MCC. They have to fill out both of these forms and email them to us at studentlife@mclennan.edu. We will then send them to HR and take care of it from there. There is a portion on the DPS form that talks about a $25 fee for fingerprinting for background checks. Please be sure to let them know that they do not need to do that. The top of the DPS form must list full name and any aliases, including maiden names. Let us know if you have any questions.
Student organizations planning to pay an individual to speak or provide some other service, in addition to the background check, must ask the speaker/vendor to submit a W9 tax form. The advisor would then need get an executed contract along with an approved “Independent Contractor vs. Employee Form” PRIOR to the event taking place. Please contact the business office for the W9 form.
Liability Form
For all off campus events or on campus events that have a level of risk higher than normal, students must complete the Liability Form. This form only needs to be completed once each academic year. This form is only available online.
Other forms to help with planning your events.
- Event Check List
- Email Marketing & Communications with information to publicize your event
- Student Organization Procedures Cheat Sheet
- Student Travel Agreement Contract