Requesting Events – Fundraisers & Community Service

Fundraising Approval

Registered clubs and organizations are eligible to host events as fundraisers. Fundraisers must also occur through the event pre-approval process. Fundraisers can be requested by completing the events form and indicating the event is a fundraiser. Student Engagement will communicate request issues, approvals, and denials to the club officers and advisors. 

Community Service Definition

A community service event is a planned activity organized and executed by a CWI club with the primary purpose of benefiting the local community or a specific group in need. These events should address a community issue, promote civic engagement, and enhance the well-being of those involved.

What Counts as a Community Service Event?

  • Direct Service: Activities that directly help individuals or groups, such as volunteering at a soup kitchen, organizing a park cleanup, or hosting a donation drive for a local shelter.
  • Indirect Service: Activities that support community organizations or initiatives, such as fundraising for a local charity, advocating for a specific cause, or raising awareness about a social issue.
  • Skill-Based Volunteering: Utilizing specific skills or expertise to benefit the community, such as tutoring students, providing technical assistance to non-profits, or offering legal aid to those in need.

What Does NOT Count as a Community Service Event?

  • Religious Missions: Activities primarily focused on promoting a specific religion or converting individuals do not qualify as community service.
  • Political Activities: Events organized to support a political party or candidate, while important for civic engagement, are not considered community service.
  • Activities with Personal Gain: Events that primarily benefit club members or the College itself, such as social gatherings or club recruitment events, are not community service.
  • Required Academic Activities: Service activities required for a class or academic program do not count as additional community service for the club.

Event Requests & Purchases

All clubs events must go through the event request process, regardless if there are costs associated with event or not. 

Clubs and organizations that have funds in their accounts can request to spend their funds on materials to help the organization function, recruit students, and conduct events and activities.  

When requesting to spend funds on supplies, food, decorations, prizes, or other items for an event, the College requires us to submit an event pre-approval request. Student Engagement will use information the clubs submit to build the event pre-approval request for the club and submit for approval. The following information must be included, as applicable to the event, in order to submit an event pre-approval:

  • Date the items are needed by, if needed before the event day.
  • Date, time, location, and description of the event.
    • This is the same information you submit to 25Live. 
    • Be aware events considered large or outside of CWI building hours may require additional security which will be required to be covered by the club. If you need a quote, please email clubs@cwi.edu to have our contracted security provide a quote.  
  • Confirmation you have completed a 25Live request for space on- or off-campus (virtual, at another location, etc.).
  • List of requested items including screenshots of item, item number, vendor information, any shipping costs, and links to specific items if ordering online.
  • A copy of any quotes you have received from your selected vendor.
  • List of food items including screenshots of the menu with prices and any delivery fees. 
  • Contact information of vendor for any requested contractual agreement requirements.
  • Details of any items being given away as gifts, prizes, or awards.
    • This requires a gift pre-approval along with the event pre-approval. 
  • If gifts, prizes, or awards are being given away the full name, CWI email address, and student ID number for each recipient is required.
    • If the awardee is not known until the event, a club officer must coordinate with Student Engagement to collect the awardee information and securely deliver it to Student Engagement.
    • Gift cards must be reported to Financial Aid which may potentially impact a student's financial aid award.
  • List of people who will be receiving food that is requested.
    • If the food recipients are undetermined, a sign-in list must be turned in to clubs@cwi.edu following the event. 

Once all the necessary information is provided, Student Engagement will request signatures from the required administrators. The current requirements for review and signature collection are estimated to be 12 business days. Once signatures are collected and the event has been pre-approved, Student Engagement can then coordinate with the club to make purchases and submit contracts. The timeline will vary based on the purchasing needs.  

Potential Event Approval Timelines

No Cost, On-Campus, Low-Risk Events

For events that can occur with no cost, on campus, and are considered low-risk, the event request should be submitted at least 5 business days in advance.

  • Marketing materials will not be approved nor will the event be shared publicly on the CWI events calendar unless the event has been approved. Therefore, it is recommended you turn in the event request prior to the 5 business day requirement.

Events Requiring Online Purchases

For items that need to be purchased online, the event request should be submitted at least 22 business days in advance.

  • The largest factor impacting this timeline is shipping cost and time which clubs should into account when submitting requests.
  • CWI has an Amazon Business account which does not include the same benefits of Amazon Prime accounts, such as free or two-day shipping.
    • If an item being purchased is coming from Amazon, shipping time and cost needs to be included.
    • Student Engagement can assist the club in planning to get screenshots of the item price, shipping cost, and shipping timeline from the Amazon Business account. 

Events Requiring a Contract

For items that require a contract, the event request should be submitted at least 30 business days in advance of when the contract needs to be signed by both CWI and the selected vendor. 

  • Contracts must be signed by the CWI contracts office.
  • Contracts not signed by the contracts office are not valid and cannot use club or other institutional funds for payment.