Planning to host an event on campus? Start by submitting the Event Request Form, found on your student club/organization's BaySync portal. The BaySync Event Request Form will initiate a request for event approval, as well as serve as your initial venue/facility request. All events hosted by student clubs/organizations must be initiated and approved via this BaySync Form - whether a venue is needed or not, the event is hosted on-campus or off-campus, for your Officers/members only, or open to the entire campus. Start process on BaySync! Once your Event Request Form has been submitted, the event planning process begins and your Student Life Advisor will follow-up to complete the approval process with you.
Is your club/org planning to travel to a conference, attend a meeting at another campus, participate in a competition at a venue outside of campus, or other similar events? These are all considered as off-campus events that will need to be accompanied by a club/org completing the required travel procedure. Students Clubs/Orgs planning an off-campus event must inform their Student Life Advisor of their plans, and set-up an advising meeting to discuss required travel tasks that must be completed prior the trip.
Club/Org Travel Procedure Tasks List
*Please consult with your Student Life Advisor to determine what step is needed
BaySync Event Form
Roster of all Attendees
Liability Waivers per all Attendees
Accommodations/Travel Logistics Info
Authorization to Travel Form – Includes Cost Budget
Review of Risk Management/Travel Policy (Required Meeting with your Student Life Advisor)
Trip Financing Process
Reimbursement Claim Process
Funds Management (Personal, Club/Org AS Account, Fundraisers, etc.)
ASI Finance Options