Steps to Request Non-Event Purchases

Student clubs may request purchases that support club operations, member engagement, recruitment, or organizational goals, even when the purchase is not tied to a specific event.

1. Verify Available Club Funds
   Prior to submitting a Purchase Request Form, clubs should review their available funding and determine if they have enough funds to cover the cost of the purchase. If the club does not have sufficient funding, we recommend completing a Funding Request Form. For inquiries regarding club balances, contact clubs@cwi.edu. 
2. Gather Purchase Information
   Prior to submitting a Purchase Request Form, clubs should collect the following information:
   • Item name
   • Quantity needed
   • Cost estimate
   • Product link, quote, invoice, or screenshot of the item(s)
   • Any additional details pertinent to the items being requested
3. Submit a Purchase Request Form
   All purchase request forms must be completed by a student in a club officer role. Club should be prepared to show evidence of all purchases details and how the club voted to spend funds. Once submitted, the request will undergo a review process to verify sufficient club funding and to determine the request meets all purchase request requirements. If all looks good, the club’s purchase request will be submitted to receive overall budget approval.

Club Purchase Request Form

If your purchase involves working with a vendor, do not commit until approval has been received. The Office of Student Engagement will continue conversations with the vendor on behalf of the club.

Facilitation of Approved Club Purchases

If approved, the Office of Student Engagement will begin the process of purchasing approved items within the request. It is the responsibility of the club to respond to communication inquiries as relevant to their purchase to ensure no delay. Once items have arrived, clubs will receive an email with instructions for pick-up (if applicable).