meeting. A Budget Tracking form is available for use. Activities that utilized significant funding or resources may be required to do additional presentations.
Students are to clean up after the activity has concluded and leave the location in similar or better conditions. Students are also responsible for the appropriate disposal of all flyers, posters and handouts that were distributed.
203 Planning Activities
203.1 Sponsor Presence An activity sponsor must be present at all EFSC activities. Club Sponsors are the default activity sponsors for club activities. Individuals or groups who are not affiliated with an EFSC club are responsible to find a sponsor to support their activity. Work Orders The activity sponsor is responsible for completing work orders, room reservations, IT requests, accounting paperwork, marketing and printing requests, and purchases. Activities occurring outside of regular College hours should account for security, custodial, and technical support needs for those functions.
203.2 Activity Purchases Official EFSC expenses are exempt from Florida sales tax. The activity sponsor should obtain a copy of the Consumer’ s Certificate of Exemption from the Document Center. Sponsors may only use a copy of this form for approved uses. Itemized Receipts for all purchases are required.
The College strongly prefers that EFSC related transactions are made using a College Pcard or, if necessary, by utilizing the Check Request process.
Club Sponsors are required to have a Pcard to make purchases. If the sponsor of a non-club affiliated activity does not have a Pcard, they may organize purchases through the Student Life Coordinator.
203.3 Event Admission Students cannot be charged for admission to any activity or event that is funded by Student Life.
If a large turnout is expected with a limited seating capacity in the event location, the organizers must issue tickets for admittance to control the size of the crowd and abide by established fire codes.
203.4 Food Handling Only certified food handlers are allowed to prepare and handle non-prepackaged foods. Nonprepackaged foods must be prepared in a licensed and certified commercial kitchen.
203.5 Contracted Services Contractual arrangements for services from any individual or company to support student activities( e. g., catering, DJ, photography, etc.) will require the submission of an Agreement for Independent Contractor Services form. This document must be completely approved by all signing authorities at least thirty( 30) business days prior to the activity. The policies and procedures surrounding independent contracts are on the first page of the document for reference.
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