Planning to host an event on campus? Start by submitting the BaySync Event Request Form, found on your BaySync Student Organizations portal. The BaySync Event Form will request approval for the event, as well as serve as your venue/facilities request. All events by student organizations must be submitted on this BaySync Form, whether a venue is needed or not, hosted on-campus or off-campus, for your Officers only or open to the entire campus. Start on BaySync! Once your form is submitted, the planning process begins and your Student Life Advisor will provide follow-up approval.
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