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Links & Forms

This page was developed for student leaders as well as advisors. This page provides valuable links and forms necessary for managing your club or organization, including steps to request facilities, processes to access your available club funds, and policies to ensure your student club/org meets CSUEB requirements. Please feel free to set up a meeting with a Student Life Advisor for more information once you have submitted an initial BaySync Event Request Form.

Student Club/Org Events Planning Requirements


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.

Club Travel Procedures

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

  • Name (First/Last Name)
  • Net ID
  • Phone Number
  • Emergency Contact per each (Name, Relationship to Student, Phone Number)
    • NOTE: Please note in the roster, who is:
    • Who is Driving - all driver(s)
    • Who is the Student Lead from your org to be responsible for this conference

Liability Waivers per all Attendees

Transportation Info

  • Transportation Company
  • Personal Transportation (Individual cars)
    • Defensive Driver Training
    • Copy of valid license/insurance
    • Driver’s Waiver – 261 Form
    • DMV Pull Form
  • Flights
  • Usage of taxi or other transportation

Accommodations/Travel Logistics Info

  • Conference Info (Registration Cost, Agenda, Start/End Time)
  • Hotel

  • Food

  • 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

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