• Every club must allow THREE WEEKS for Maintenance/Facilities to approve your event.
• Your request is not approved until you receive a confirmation notice from Maintenance/Facilities. 

 

Step 1 - Event Request

Email your Facilities Request Form, Technical Checklist, and 5 W's forms AT LEAST THREE WEEKS PRIOR to the event to allow time for approval.

• Facilities Request Form
• Technical Checklist
• 5 W's

Include the following:

• Location (Campus maps located here)
• Layout of your event
• List items needed using the Technical Checklist
• If FOOD is being provided, you need to give at least THREE WEEKS notice and complete the 5 W's Form

NOTE: If you wish to have an event after hours (after 5pm or weekends), your advisor must stay for the ENTIRE DURATION of your event.

 

Step 2 - Reimbursement Process

If club members wish to use club's funds to pay for an event, items, or services, they MUST have official club meeting minutes signifying the approval of the spending of funds, and an itemized receipt of the purchase.

NOTE: If your club wishes to give away giftcards, you MUST obtain the giftcard recipient's name and Hartnell email address for you to be reimbursed. If a recipient's name is not included, you will not be reimbursed.

 

Check Request (Reimbursement if paid out of pocket)

Change Order (Funds Request FROM Club Account for CHANGE)

Deposit of Funds Received (Funds Deposited INTO Club Account)

Club Handbook

Club Officer Roles & Responsibilities

Club Advisor Roles & Responsibilities

Club Financial Code Form

Food Safety Guidelines

Template - Club Meeting Agenda

Field trip Forms available in Room C140