STUDENT ORGANIZATION TRAINING FINANCE MODULE – EVENT PLANNING & CONTRACTING Effective July 14, 2015

EVENT PLANNING There are a number of references that are available to Student Organizations for assistance in Event Planning. The Center for Student Involvement Staff The Program Activities Council Executive Board The “Event Planning Guide” The Large Events Committee (for Large Events)

EVENT PLANNING CONTACTS The Center for Student Involvement Staff The Program Activities Council Executive Board The “Event Planning Guide” located on the Student Life website ( The Large Events Committee If you feel that your event falls under a “Large Event” Dennis Leszko & Christine Laedke at to be placed on the Large Events Committee agenda. They meet every other week in the Midtown Student Before attending a Large Events Committee Meeting, you will be required to fill out the “Large Events Worksheet” to the best of your ability. - (Located on the Student Life website (

FACILITIES FacilityFile Application With Campus Center – WestsideCampus & Student Centers Ives Concert Hall (White Hall)Facilities Scheduling and Promotions Pinney Hall Conference CenterFacilities Scheduling and Promotion Other Residence HallHousing and Residence Life Office Student Center - MidtownCampus & Student Centers Any other locationFacilities Scheduling and Promotion

HOW TO SCHEDULE FACILITIES – 1 OF 2 Each office has a preferred method for contact…  Campus & Student Centers 1.Requests can be submitted on-line via reserve.wcsu.edu 2. if you’re having any 3.In person Campus Center 300 or Student Center 220  Facilities Scheduling and Promotion 1. the request to 2.Telephone – In person – Midtown Student Center 227 (CSI Office)

HOW TO SCHEDULE FACILITIES – 2 OF 2 Each office has a preferred method for contact…  Housing and Residence Life 1. the request to 2.Telephone – In person – Newbury Hall 104  Ives Concert Hall 1. the request to 2.Telephone – In person – White Hall 130

HOW TO PUBLICIZE FOR YOUR EVENT Advertising your event is the only way to be sure it will be a success! The CSI Office is always available to help you find the proper ways to advertise, below are a few options: Reference the “Event Planning” tab on our website for access to information, including the “Banner Posting Policy” for proper rules on hanging posters/flyers and advertisements. Submit a Publicity Request to the Center for Student Involvement. Here they can submit your information to all appropriate offices, including the W.O.W. “What’s on at Western” blast that goes out every Thursday to your university !

PUBLICITY REQUEST The CSI website is where you can find a publicity request form.

W.O.W. SUBMISSION The W.O.W. goes out every Thursday. Below, you will see the form the CSI Office completes for you to have your event listed on the W.O.W.

ALCOHOL SERVICE The serving of alcoholic beverages must be in accordance with University Policy. If student organizations are planning to request alcohol beverage service they must meet with the Director of the CSI before alcoholic beverage service will be approved. For a copy of the current University policy on Alcoholic Beverage Service, please visit the CSI website.

PERSONAL SERVICES AGREEMENT REQUEST Often, when planning an event, you plan to bring a Lecturer/Entertainer to campus as part of it! When a student organization contracts the services of a lecturer, entertainer, or other type of entertainment, that is considered a personal service. A written agreement is mandatory for all these types of services. The State of Connecticut requires WCSU to issue a Personal Services Agreement (PSA) to all individuals or companies paid from Student Activities Funds. These forms are called a PSA (Personal Services Agreement) Request, and a PSA Payment Authorization. The PSA Request is required to be submitted a MINIMUM of four weeks prior to the performance. The PSA Payment Authorization is submitted after the performance.

PSA REQUEST : PROCEDURE - The Request you submit to the CSI is not a binding document… -Once the PSA Request Form is completed and submitted (with proper minutes, signatures, and W9) the SOFA will create a contract. -The contract will be sent to the address provided, along with other forms, for signing. -Once these forms are signed and received in the mail, the CSI Office will forward them to Administrative Services for approval. -The CSI Office will receive an when the form is approved and forward to the appropriate parties (club and contractor.)

PSA FORM INFORMATION – 1 OF 2 Some things to keep in mind while completing the PSA Form. -If the artist requires a hotel, the CSI Office has arrangements for a discount with the Holiday Inn and will make this reservation. -A description of the artists performance is important, for example, “Performing as a DJ for PAC’s WestFest Event” is better than “DJ” -Ethically, employees of the State of CT, or those who live with them/are directly related to them cannot be paid by a the State more than $ Ethically, contractors cannot be paid more than $10, in a 12 month period without going out to bid.

PSA FORM INFORMATION – 2 OF 2 (TAXES)  The State of Connecticut Department of Revenue Services (DRS) requires that State income tax be withheld for non-resident entertainers.  If the artist is not a Connecticut resident, the University will withhold a percentage of the artist’s payment for Connecticut State income tax.  No performer fees should be increased to reflect the tax; the performer is responsible for the tax - not the student organization. Keep this in mind when negotiating prices with your contractor.  A non-resident performer or performing entity may request a withholding exemption or reduction. Please contact the CSI Staff for further information.

PSA REQUEST FORM – 1 OF 2 The PSA Request form is a detailed two page document, this is page 1. The pink box indicates information that is the same as previously explained forms. The orange box indicates Event Info. Here you must explain all time and date information about the program, including the fee of the artist/entertainer. The green box indicates Hospitality Info. Here you must indicate if that artist needs transportation/catering/hotel services, and who they will be provided by.

PSA REQUEST FORM – 2 OF 2 The PSA Request form is a detailed two page document, this is page 2. The pink boxes indicate information that is the same as previously explained forms. The blue box indicates VERY IMPORTANT Payment Info. As well as a line for an address. THIS IS WHERE THE CONTRACT WILL BE SENT FOR SIGNING AND WITHOUT IT CANNOT BE COMPLETED. The black box indicates Ethics information that you should ask the contractor before confirming payment and eligibility to perform on campus.

PSA REQUEST : PROCEDURE – AFTER PERFORMANCE After the event takes place, there is one more step! -As long as the artist/entertainer performed to what they were asked, they can be paid. -In order to be paid, the Student Club or Organization, must complete the PSA PAYMENT AUTHORIZATION FORM, to authorize payment to the artist/entertainer. -Once this form is completed the check to the artist/entertainer will be mailed, or can be picked up in the CSI Office.

PSA PAYMENT AUTHORIZATION FORM The pink boxes indicate information that is the same as previously explained forms. The red box indicates the Payee Name, which is the entertainer name. This must match the indicated “name on check” name on the PSA Request Form. Next indicate the amount to pay, which also must match what was written on the PSA Request Form. The PSA/Honorarium number is located on the contract and can be filled in by the SOFA. The green box indicates whether the check will be mailed or picked up in the CSI Office. For mail: write MAIL on the line For pick-up: write PICK-UP IN CSI on the line.

MODULE REVIEW There are a number of references and facilities for event planning. Depending on the size of your event you may be required to attend the Large Events Committee meeting. There are different contacts for different facilities. Advertise your events! There are specific policies for alcohol at events. The PSA Request Form Procedure can be found on the CSI Website.