Event Policies

○ Each purchase request must have a corresponding approved event registration form. Do not submit this form if your event has not been approved! ○ Each purchase request must include exact figures on requested spending.

Organizations must submit screenshots of prices, invoices, or any other documentation of the price. All purchases must be tax exempt where possible. ○ Purchase must be made in advance using the organization budget code provided by the Engagement Team. LIU Promise will no longer reimburse students their spending. ○ All purchase request forms will be reviewed weekly Fridays from 3:00pm-5:00pm ○ Events funded by SGA allocations must be open to all students. Student organizations may not fund a departmental or University event (i.e. a student organization budgets may not fund a departmental banquet). ○ A receipt must be submitted within a week of purchase in order to receive reimbursement. Failure to do so will result in a 25% additional charge to the organization's budget (based off of item).

Best Practices for Event Planning

● Meet with the organization Advisor to discuss your event idea ● Choose a date and an alternate date ● Request and confirm a location and alternate locations (consider size of group, purpose of event, etc.) ○ Determine adequate setup/breakdown times (at least 30 minutes prior to start time and post event end time are recommended, some events may be require more) ○ Consider space layouts and unique facility requests ○ Consider Audio Visual/IT Requests (what do you have and what might you need to request/rent/purchase) ○ Consider Approval Workflow ■ I.e. Events requested within some academic buildings may require approval first by LIU Promise, then by the respective academic department ○ Establish a realistic budget ■ Plan to purchase all necessary supplies in accordance with campus policies ● Delegate roles to members and/or cosponsoring members ● Create a marketing plan to publicize the event. All events must be submitted to the campus calendar once approved. ● After the event, evaluate it from the planning process to execution to learn from the experience and to improve upon future events. Submit a Program Evaluation Form for all events.

Best Practices for Co-Sponsoring Events

● Involve all sponsoring organizations in event planning process