So Your Club Wants to Host an Event

An event may include, but is not limited to social events, community service, field trips, fundraisers and leadership development activities. Use the sections below for step-by-step guidance.

Required: Club Event Planning Form

  • Submit the Club Event Planning Form at least two weeks prior to event.
  • Once submitted, Student Life will guide you through the next steps.

Check out the Club Event Planning Guide which outlines requirements and deadlines by type of event.

Event Considerations and Travel Forms

Raffle Forms and Procedures

Raffles must adhere to the rules and regulations of the state of Wisconsin Department of Regulation and Licensing. Please print and review the following raffle forms before submitting your club event planning form to host a raffle. Failure to complete steps may result in a club’s loss of ability to host future raffles.

  • Raffle Approval Form (valid 2/15/23-2/14/24) – Advance Ticket Sales (MS Word version) — Use this form for raffle tickets sold prior to the day of an event where a winner need not be present to win.
  • Raffle Approval Form (valid 2/15/23-2/14/24) – Day of Ticket Sales (MS Word version) — Use this form for raffle tickets sold during an event. Winner must be present to win.
  • Raffle Report Form (MS Word version) — Review this form PRIOR to beginning sales and ensure all items are completed at the time of the raffle.
  • If your awards are monetary prizes:
    • A club member or advisor must first complete the Raffle Winner Request Form (MS Word Version) for EACH winner.
    • Advisor (or Student Life can assist) creates a Supplier Request in Workday using the information from the form. (This is so Finance has the necessray information to issue the check for the winner(s).)
    • Wait 24-48 hours to receive notification from Workday that the Supplier Request is complete.
    • Then advisor submits the Supplier Invoice Request via Workday. When submitting, you’ll attach a copy of the raffle report form showing the winner(s) and amounts.

Financial Considerations and Forms

  • Complete an optional budget planning worksheet
  • Submit a Club Funding Request.
  • Make deposits (MS Word version) into club account.
  • To make a payment to a specific person or business, advisors will use a p-card or submit a “supplier invoice request” via Workday.
    • If the payment is to a student club member for reimbursement:
      • Student must complete the Student Supplier Request Form (MS Word Version).
      • Advisor (or Student Life can assist) creates a Supplier Request in Workday using the information from the form.
      • Wait 24-48 hours to receive notification from Workday that the Supplier Request is complete.
      • Then advisor submits the Supplier Invoice Request via Workday. You must include the receipt for items as well as approval from the club for the purchase. Approval can be in the form of club minutes or an email with approval from multiple members.
  • Transfer club funds (MS Word version) to another club on campus.
  • If you’re receiving funding from Student Life, request to transfer funds (MS Word version). Krista can fill out this form alongside you. Just schedule an appointment and bring all receipts with you. This must be within 45 days of event/travel.

Save the Date

  • Important Advisor Updates Session | Club advisors are encouraged to pick the one that best fits your schedule:
    • Wednesday, September 13, 2023 at 12:00 p.m. – See your calendar invite for the Zoom link.
    • Wednesday, September 13, 2023 at at 4:00 p.m. – See your calendar invite for the Zoom link.
  • Club and Advisor Listening Session| Pick the one that best fits your schedule:
    • Dates TBD

Additional Club Resources

  • 2022-23 Student Club Handbook – Stay tuned for a revised fully online handbook coming in 2023-24.
  • 2023 Fall Plan of Action (Plain PDF or MS Word version) – Submit by Tuesday, October 3, 2023.
  • 2024 Spring Plan of Action (Plain PDF or MS Word version) – Submit by Tuesday, March 5, 2024.
  • Each time you attend a Student Life hosted event, be sure to list your club name. We’ll grant your club credit in the related LEAD category: Social Events | Success Skills | Career, Transfer & Life Ready | Community Service | Diversity, Equity & Inclusion. For each type of event, your club can earn $20 in LEAD funding! Check out the upcoming events list to see eligible events.

Advisor Resources