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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