Each year, student organizations host hundreds of programs on and off-campus. These programs coordinated by student organizations are not only opportunities for students to shape the Ithaca College experience but can be a tremendous learning experiences for the students who develop them. The importance of planning ahead cannot be overstated!

• Services such as catering, space set up and audio/visual are going to be super limited this year due to budget cuts. Therefore, all events must be approved by the Events Approval Committee. You can submit this link to the event form. 
• If you're looking to reserve a room on campus that does not require any services (such as set-up, a/v services), you can do so on 25live. 

Events with Outside Vendors: 

• These events consist of performers (speakers, comedians, musicians) and/or novelty items (giveaways, bounce houses, etc.). All of these events require a contract (see contracting section below). Please note only the Director of Student Engagement is authorized to sign contracts. All questions about contracts can be directed to the Associate Director of Student Involvement. 

Hiring a Student for Work: 

• Organizations wishing to hire a student for work must do so through the Office of Student Engagement. The President and Treasurer must complete the Request to Hire a Student Form at least FOUR WEEKS prior to the event.

Events with Prizes Awarded: 

• When a student organization awards students with prizes, the student receiving the prize must sign a prize receipt for any prize or gift, including non-gift card prizes. For more information, contact the Student Organizations Business Coordinator.

Films: 

• Any student organization wishing to show a film on campus must receive approval. Please complete the film showing form. Please note you must obtain the rights to show any film and you must show proof of rights on the film showing form. Any questions can be directed to the Associate Director of Student Involvement. 

After Hours Events: 

• Recognized student organizations that want to hold programs after established business hours must receive prior approval from OSE and CES. Please be aware that a fee may be assessed to use campus facilities after normal business hours. To ensure that staff will be available, all details must be confirmed with CES no fewer than four weeks before the event.

Off-Campus Events: 

• Recognized student organizations who wish to host any event off-campus must receive prior approval from the Associate Director of Student Involvement.

Events with Food & Beverages: 

• To have food and beverages at your events, contact Conference and Event Services.

Events Collecting Money: 

• There are many different opportunities where student organizations may collect money. Organizations should review the Office of Student Engagement fundraising website, including how your organization can go about using Venmo at your fundraiser. 

Events Serving Alcohol: 

• Ithaca College student organizations are not permitted to have alcohol at their events with the exception of the traditional Senior Class events of Semi-Formal, Senior Week Kick Off and Senior Class Formal. No exceptions.

Contracts are required for all performers, speakers or other activities requiring payment for services rendered. Ithaca College does not authorize student organization members or advisors to sign contracts. Student organizations are urged to use the Office of Student Engagement standard contract agreement. All contractual agreements must be executed as an all-inclusive agreement. For any questions about contracting, please contact ose@ithaca.edu.

Contracting off-campus guest artists (performers) and novelty items:

Click here to download the OSE Contract Process Infographic. 

Click here to download the Standard Contract Agreement. 

Click here to download the e-mail template to send to artists/agencies/speakers 

• How does the program help the student organization accomplish its mission?
• Who is the target audience?
• How will the program serve Ithaca College students and the Ithaca College community? How will all students relate to the experience?
• How will the program attract and benefit as many parts of the student body as possible? Who is the target audience? Can this be expanded?
• When should the program be held? Have the event planners consulted an interfaith calendar, IC Engage Events page, and IC Events Calendar to check for potential conflicts?
• How many people will ideally be in attendance?
• How will the program be funded?
• Will guests require special arrangements or equipment?
• Are there other organizations with whom the student organization can collaborate?