Student Org Event Request Form

Please read through this form carefully, as some options have changed.
This form is to be completed only by SSU entities and registered Affinity Groups, Clubs, and other student organizations for on-campus events and off-campus. Please do not complete this event form for internal group meetings.

All leaders/officers of a student organization must complete the Pre-event Checklist and Agreement prior to submitting this form.

Registered student organizations must complete this form a minimum of 10 business days prior to the event.

For off-campus events, that request Shuttle Services, must submit this form at least 3 weeks prior to the event.

Event confirmation will be communicated through email within 5 business days upon receipt of Event Request Form. Please await approval before advertising and finalizing your planning.

Winter Block Student Organization Events Policy:
Given the heavy workload and unique nature of the winter block courses, student organizations are advised to reduce their activities to planning and preparing for the spring semester. While student organization leaders may hold meetings or informal practices, student organized events will not be approved for the winter block period.

General Information

Name of Organization *

Contact Person *

Leadership Title *

Email Address *

Phone Number *

Additional instructions for the previous question. If the contact person does not have a phone number, please submit an alternative member's number so the shuttle drivers can get in contact with your group.

Advisor's Name (SUA Staff/Faculty) *

General Information

Event Title *

Type of Event *

In Person

Hybrid

Virtual

Do you need a zoom link for your Virtual/Hybrid Event? *

Yes

Is this a Fundraiser? *

Yes

Additional instructions for the previous question. Disclaimer: Fundraising is defined as the collection of money through voluntary contributions, sales, and/or events/programs. If you are planning a fundraising activity, please contact Associate Dean of Students, Michelle Hobby-Mears (mhobby@soka.edu) for further instructions. You may reach out to set up a meeting with her before receiving approval for this event.

Is this a Peaceful Demonstration? *

Yes

Are you collaborating with another Group for this event? *

Yes

Please state which groups you plan to collaborate with.

SUA Fundraising Policy Form

Fundraising is defined as the collection of money through voluntary contributions, sales, and/or events/programs. The university understands that students, especially those affiliated with university registered student clubs, affinity groups and other student organizations, may wish to seek external funds to support key initiatives and projects. It is therefore important that students understand that the university benefits greatly from the ongoing generosity of SUA alumni, parents and donors who provide significant monetary support for university and student-related services on an annual basis. For these reasons, it is imperative that all fundraising activities are coordinated through the Office of Student Activities at Soka University of America.

For any unofficial fundraiser not sanctioned by the university but has impact on any of the following: university campus, groups, students (or any subset of student communities), etc. must include disclaimer text stating: “This is NOT an official Soka University of America sanctioned fundraiser and as such donations to this fundraiser will not receive a receipt to support a tax-deductible donation. The conduct of unofficial fundraisers is done at the organizing individual or group’s sole risk, including any tax implications of raising funds, and legal or criminal ramifications of its contents and private data use.”

Fundraising Guidelines

The fundraising activity is required to offer a benefit to the university community that is consistent with the university’s educational mission, and the purpose for which the funds will be raised must be consistent with the purpose of the registered student organization/club, the Student Code of Conduct, and other applicable policies of the university.
University policy governs all fundraising activities for cash, goods and services targeting off-campus entities including individuals, local businesses, corporation and entities. Off-campus fundraising activities by any SUA entity including student organizations and individuals is restricted and requires prior university approval from the Office of Development, with preliminary approval from the Office of Student Activities. The Office of Development coordinates all fundraising efforts to benefit the university. The university has such policies in order to coordinate fundraising efforts and to ensure good stewardship.
Prior to undertaking any fundraising activities, a Fundraising Request Form must be submitted to, and approved by, the Office of Student Activities who will notify the Office of Development. If approved, the Office of Student Activities will notify the person(s) submitting the request form and fundraising may commence no earlier than the notification of approval date.
An accounting of any funds raised must be provided to the Office of Student Activities within five business days after the event.
With prior written approval from the Office of Student Activities, and notification given to the Office of Development, certain exceptions to the policy may be made on a case by case basis. If permission to raise funds is granted, it will be limited to each specific fundraising event and only for the school year in which it is approved. For example:
- Fundraising for Alternative Spring Break (i.e. car wash)
- Fundraising for SESRP
- Fundraising for Student Organizations or Class Activities (i.e. selling flowers, T-shirts, chocolate, Boba)
- Fundraising for International Festival
Otherwise, except by written approval from the Office of Student Activities and notification given to the Office of Development, solicitation, sale of goods or services, and or distribution of items or materials on campus by students, student groups, and non-student groups is strictly prohibited.
Individual students, university registered student clubs, affinity groups and other student organizations are not permitted to solicit donors, alumni or parents for monetary support. Should a student organization wish to solicit donors, alumni or parents for fund-raising, it is required that the group contacts the Office of Development.
Students are not permitted to conduct widespread fundraising appeals, including fundraising using crowdfunding platforms (e.g., Kickstarter, GoFundMe, Patreon, etc.) as they do not meet university policy. In addition, any funds raised through such crowdfunding sites, which are not tax-deductible and subject to the third-party transaction fees, create possible personal, earned-income and related tax liabilities for those individuals collecting such funds.
Techniques such as social media or crowdfunding (the practice of funding a project by raising money from many people, typically via the internet, for example but not limited to: GoFundMe) using person-to-person payments (for example but not limited to: Zelle, Venmo, PayPal) are never used by the university.
Any student or group found using the name of Soka University of America, logo, name lists of donors/alumni/staff/faculty/students, or the likeness of Soka without expressed written consent of the University will be subject to repercussions ranging from a minimum of a warning to a maximum of suspension. In the event legal resources are required to be employed by the University, the fees will be the responsibility of the violating individual or group.
Students are prohibited from contacting donors for purposes of soliciting donations of any kind.
Approved fundraising initiatives must report all fundraising activity to the Office of Student Activities and all fundraised monies for the purpose of club support shall be deposited into the student club/ affinity group’s designated account. In addition, there should be proper accounting for all disbursements from the account to insure that monies are spent in accordance with the student organization’s bylaws and/or purpose.
The Offices of Student Activities and Development reserve the right to prohibit and rescind any and all university-recognized organization fundraising activity and privileges when appropriate. The university reserves the right to restrict all fundraising activities to reasonable times, places, and manners. The following activities are specifically prohibited:
- Solicitation by credit card or debit card, with the exception of those approved by the Office of Student Activities or Office of Development.
- Fundraising using crowdfunding platforms (e.g., Kickstarter, GoFundMe, Patreon, etc.) for any student clubs, organization or individuals
- Door-to-door fundraising on campus or on university-owned, -operated, or -controlled property.
- Formal fundraising events/programs soliciting donors, alumni, parents, faculty, or staff, with the exception of those approved by Office of Student Activities or Office of Development.
- Fundraising for any candidate for political office or political campaigns.
- Sale or distribution of items that violate the university trademark rights or existing contracts.
- Sale or distribution of items that are a violation to the Student Code of Conduct.
Donations of $250 or greater which intended to support a registered student organization on campus must be made through the Office of Development so that the donor can be properly recognized and receipted. The Office of Student Activities will coordinate the disbursement of funds to the student organization.
SUA acknowledges that a policy of this nature may not anticipate every possible issue that may arise with respect to fundraising activities. As a result, the university reserves the right to impose reasonable restrictions and/or requirements with respect to time, place and manner of fundraising activity. Restrictions may be made in addition to, or in lieu of, those set forth in the policy. Violators of this Fundraising Policy may be subject to:
- Fines and/or restitution including loss of funding for the current academic year or longer
- Loss of the right to use university property or facilities for events/programs
- Loss of registered status as a student organization
- Other disciplinary sanctions
- Other educational sanctions appropriate to the circumstances.

Any questions pertaining to any part of this fundraising policy may be directed to the Office of Student Activities.

By signing this policy form, you have read through the policies for Fundraising events here at SUA. Failure to abide by the policies and guidelines could lead to revoking your organization's right to hold events. If you agree with the above information, please sign below. *

Important Information about the next question. Please include the start and end dates/times. If your only collecting funds during your event time/date, please put those dates and times below.

When do you plan to start & end collecting funds? *

Additional instructions for the previous question. Fund Collecting must be finalized three (3) days after your event has ended.

What will the funds be used for? *

Additional instructions for the previous question. Please be as descriptive as possible.
(ex: Class merchandise, to raise money for equipment/supplies, a future event, etc.)

Peaceful Demonstration Policy Form

Soka University of America (SUA) encourages the free pursuit of learning and an atmosphere that supports civil discourse. The right to dissent and assemble is essential to academic freedom and scholarly pursuits. Dissention is a form of protest against a particular position, action, or situation, and SUA supports students’ right to engage in peaceful demonstrations. It respects and defends free inquiry by SUA community members, while expecting that in the exchange of criticism and ideas, all will show respect for the humanity of others.

SUA also has an obligation to assure the freedom and safety of individuals to reside in residential spaces, to conduct normal business operations and the continuity of the educational process. Freedom of expression does not include the right to engage in conduct that threatens safety, suppresses others’ right to speech, damages property or interferes with the education of SUA students. Such expression must also comply with the Student Code of Conduct, as well as all applicable laws, and SUA reserves the right to determine the time, place and manner of any demonstrations. Therefore, this document serves to outline the appropriate procedures for peaceful demonstration on SUA campus.

Guidelines for Planning a Peaceful Demonstration

The following guidelines apply to SUA students and student organizations. Individuals or organizations not affiliated with SUA cannot organize demonstrations on campus. Students or student organizations who are interested in planning a peaceful demonstration on campus must first request to host the demonstration in writing by completing the Request to Host a Peaceful Demonstration Form through the Office of Student Activities. The request must be approved before an event can occur. There may be times when a student or student organization plans a demonstration to quickly respond to a current event. Even in such instance, students or student organizations must still follow this policy. However, Office of Student Activities will make reasonable efforts to accelerate its review on a case-by-case basis in a manner that is consistent with this policy.

Procedure for Planning a Peaceful Demonstration

Prior to sponsoring a peaceful demonstration, an SUA student or student organization representative must submit the Request to Host a Peaceful Demonstration Form at least one week in advance to the Office of Student Activities prior to any activity.
A member of the Student Activities staff will review the request within two working days of its submission. The Office of Student Activities will meet with event organizers prior to its approval. The meeting will cover logistics including safety and security issues, use and limits of amplified sound, the potential for interference with the University’s core educational and administrative functions and any other issues, questions or concerns raised by the request. Upon notification of a proposed activity, the Office of Student Activities will inform any other offices potentially impacted by the proposed activity.
Demonstrations approved by the Office of Student Activities will be subject to time, place and manner considerations. Please note that the Campus Green and the grass area between the Performing Arts Center and Curie Hall are approved locations for peaceful demonstrations. For any other locations on campus, specific reason(s) for the location must be explained in the request for review and approval.

SUA reserves the right to modify the time, place or manner of a demonstration when there is a reasonable expectation that it may threaten the safety of others, suppress others’ rights to speech, or disrupt the education of students by interfering with others’ ability to see, hear or participate in another event, class or academic activity. Examples of conduct that will require modification of time, place, or manner or (if they do occur) would constitute violations of this policy include:

Blocking access to campus facilities or activities or impeding traffic, including to the venue in which another event is being held;
Utilizing signs constructed of hard materials other than cloth or cardboard, or large items that can pose a safety hazard or damage university property;
Noise levels, loud or amplified sound-making devices or visual aids which are disruptive to residential, academic or administrative activity.

Preservation of Core University Functions and Safety

Except as expressly authorized by the Office of Student Activities or by an authorized University official responsible for a program or event sponsored by an academic or administrative unit, no speech, expression, or assembly may be conducted in a way that interferes with any
1. teaching, research, administration, function of the University, or other authorized activities on the campus;
2. free and unimpeded flow of pedestrian and vehicular traffic on the campus; or
3. University events, including guest speakers, distribution of literature, event signage, tables, exhibits, and use of amplified sound by university event organizers.
Sponsoring SUA organizations and their representatives are responsible for ensuring that there will be no conduct that is prohibited by federal law, California State law, SUA’s Student Code of Conduct, or any other university policies.
1. If a demonstration or activity poses a health or safety risk or interferes with core university instructional or administrative functions, participants will be asked to disperse by Campus Security Officers.
2. All individuals are expected to comply with the reasonable directions of university officials who are acting in accordance with the performance of their duties.
3. Failure to comply with reasonable directions of university officials is a violation of the Student Code of Conduct and is subject to sanctions. However, barring exceptional circumstances, the university will endeavor to issue a warning to any student or individual before taking further actions.
4. Demonstrations or activities that have not been coordinated with or approved by the University through the process described in this policy will be considered violation of university policy.

By signing this policy form, you have read through the policies for Peaceful Demonstrations here at SUA. Failure to abide by the policies and guidelines could lead to revoking your organization's right to hold events. If you agree with the above information, please sign below. *

Soka Performing Arts Center

Will your event be hosted in the Black Box Theatre? *

Yes

Soka Performing Arts Center - Student Event Request Form

Please fill out all fields of this application. Please note that all events will be held in the Black Box Theatre, and that this form should be submitted at least 6 weeks prior to your event.

Please indicate which space(s) you would ideally like to use: *

Black Box Theatre

Maathai Patio

Dance Studio

Important Information about the next question. Be as detailed as you can!

Please indicate your preferred date(s) and time(s), including all rehearsals and event/show days. *

Do your session(s) need to be held on the above requested dates and times, or is the schedule flexible?

The sesssion(s) can only be held during the above specified dates and times.

The session(s)'s schedule is flexible and can be changed.

Please indicate what best describes your event. *

Dance Performance

Musical Performance

Theatrical Performance

Variety (Talent) Show

Other

Please indicate the ticketing situation that best describes your event. *

A non-public event (open to the SUA community only) with no tickets nor need for PAC ticketing service support

A non-public event (open to the SUA community only) with need for PAC ticketing service support

A public event (open to anyone) with no ticketing support

A public event (open to anyone) with ticketing support

Important Information about the next question. Please provide as much detail as possible!

Please provide a brief description of your event. *

What production support will you require? (Please mark all that apply.) *

Audio (Audio playback though house system, microphones, amplification, etc.)

Video (Projection, recording, etc.)

Lighting (Lighting design, operation of the lighting board, any lighting that cannot be controlled via the work light switch)

Staging (Stage changes, storage of set pieces, PAC stage equipment, etc.)

Other

None of the above

Please provide any additional details of your required production support. *

Off-Campus Event

Will your event be hosted Off-Campus? *

Yes

Off Campus Request Form

Overview
This form is required for all Student Organizations, including Clubs, Affinity Groups, and other recognized groups, requesting transportation from Soka University of America (SUA) to off-campus locations for official organization activities such as conferences, field trips, and community engagement events. This process is coordinated by Student Affairs in collaboration with Shuttle Services.

Submission Timeline
Requests must be submitted at least 3 weeks in advance of the desired departure date. Late submissions may not be accommodated.

Who Should Use This Form

Only approved Student Organizations may use this form.
For individual or non-student organization requests within 5 miles of campus, please use the Student Special Shuttle Request form on the Sokannect Shuttle Services page.

Shuttle Range & Capacity

Service is available to destinations within 25 miles of SUA.
Requests beyond 25 miles will be reviewed on a case-by-case basis, depending on driver and vehicle availability.
Maximum capacity per shuttle:
- 25 passengers (standard shuttle)
- 20 passengers (ADA-accessible shuttle)

Important: Shuttle transportation is capped at 25 total attendees. We are unable to provide additional vehicles or trips for groups exceeding this limit.

Purpose of Trip/Event: *

How many people need transportation? *

Drop-off Date: *

Departure Time: *

Additional instructions for the previous question. (This is what time you want to leave campus to get to your location, NOT when you want to arrive. )

Name of Destination: *

Address of Destination: *
(Maximum words: 250)

Additional instructions for the previous question. Include the following information:

Street Name
- Suite Number if Applicable
City
State
Zip Code

Return Pick-up Date: *

Pick-up Time: *

Event Location

Here are a list of locations/spaces available to reserve:
If the location you wish to reserve is not listed here, please indicate it in the space below. We will contact you if the space can be reserved in the confirmation email.

Indoor Locations
- Curie 200*
- Pauling 216*
- Lions' Den
- Affinity Hub
- Student Center Room #401*
- Student Affairs Lobby
- Ikeda Grand Reading Room (4th Floor)
- Residence Hall Spaces (specify hall and room)
- Gymnasium, dance room, and other recreation facilities
Outdoor Locations
- Track, soccer field, or pool
- Pauling 2nd Floor Courtyard
- Bistro Patio (outdoor space towards campus green)
- Bistro Plaza (outdoor space towards Pauling building
- Campus Green
- Lions' Den Courtyard
- The Bowl
Special Event Locations
- Art Gallery (Founders 1st Floor)*
- Founders Hall Meeting & Board Room*
- Black Box Theatre
- Maathai Patio (outdoor space between the Black Box Theatre and SPAC)

Events marked with an * do not allow food and beverages.

Locations in the "Special Event Locations" sections have special requirements for reservation.

Reminder: Please do not contact departments prior to submitting this form. Your organization will receive further instructions on how to proceed once your event has been officially approved.

If you wish to reserve smaller locations for group meetings or small events, please disregard this form and contact Jake Monahan at jmonahan@soka.edu

Please provide your top 3 choices in order of preference

First Choice *

Second Choice *

Third Choice *

Event Date

Reminder: Please remember to check the Campus & Sokannect Calendars to see if there are other events taking place on the same day.

Event Date *

If the date is unavailable, do you have a second choice?

Time of Proposed Event

Please put both the start/end time of your actual event (when people should attend) as well as the reservation start/end time (includes set-up and clean-up). Leave the reservation start/end time blank if it's the same as the event start/end time.

*Please specify AM or PM

Event Start Time *

Event End Time *

Reservation Start Time w/ Set-up *

Reservation End Time w/ Clean-up *

Will you require separate rehearsal times? *

Yes

Important Information about the next question. If your event requires rehearsals, please include detailed information including date, time, location, and support needs.

Please provide rehearsal details:

Additional instructions for the previous question. Please plan strategically for what rehearsals will or will not need additional services as we cannot guarantee the availability of support over multiple rehearsal dates. (Ex. ITS technical equipment and/ or Facilities equipment)

Event Outcomes

Please provide additional information regarding what are some of the outcomes you would like to have through this event.

What do you hope to accomplish by hosting this event? *

Additional instructions for the previous question. [Ex. # of attendees, types of conversations, students' enjoyment, etc.]

What does success look like to you and your organization in holding this event? *

Additional instructions for the previous question. [Ex. # of attendees, types of conversations, students enjoyment, etc.]

Event Description

Please provide the specific details of the event

Please describe your event Agenda: *

Additional instructions for the previous question. (Ex. concepts, agenda, layout, etc.)

Upload Documents: Attach agenda and/or event layout

Upload file

Campus Calendar & Sokannect

Note: If you want to have your event featured on Sokannect and the Campus Calendar, we will handle the creation of the post for you.

Would you like your event to be posted on the Sokannect and the Campus Calendar? *

Yes

Please provide an event description that will be used for the event post on Sokannect and the Campus Calendar: *
(Maximum words: 500)

Will you need a registration or RSVP process? *

Yes

Additional instructions for the previous question. We can set this up for your organization on Sokannect or include your registration link on the event page.

Public events require attendee registration, and a complete off-campus guest list must be submitted 2 days before the event date.

Would you like to track attendance on Sokannect? *

Yes

Is there a limit to the number of seats or participants? If yes, please state the limit.
(Maximum words: 250)

Attendees

Disclaimer: If your event is open to the public, your group must provide volunteers to direct attendees from the parking lot to the event venue.

Who is this event open to? *

Additional instructions for the previous question. [Ex. Undergrad students only, registered members only, open to the public, etc.]

Estimated number of attendees: *

Additional instructions for the previous question. Note: Please include the estimated amount of off-campus attendees you are expecting for your event.

Off-Campus Speakers

Will you be inviting an off-campus speaker or organization? *

Yes

If Yes, Please provided the contact information of your off-campus speaker or organization. If No, Please put N/A. *

Additional instructions for the previous question. (Ex: Org/Speaker's Name, Phone and Email Address)

Audio & Visual Equipment & Support

Reminder: It is your group's sole responsibility to return all audio/visual items used for your event in working condition. Your organization will be held responsible for replacing any lost or damaged items.

Student Affairs Equipment

Directions: please indicate which Student Affairs loaner equipment you would like to request. Once your event has been approved and you have recieved your confirmation email from Student Events, it is the students responsibility to contact Jake Monahan to schedule a day to pick-up your requested equipment.
If items are not returned or are damaged, your group will be charge a fee.

Notice: Please note that the Lion's Den has it's own AV system. The Executive Council Attorney General will aid in giving access to the audio/ visual equipment. Only if the audio visual/IT needs surpass Lion's Den's system capability will an official IT request be submitted and potentially supported by a technician.

Important Information about the next question. You are able to select multiple items

Student Affairs AV Loaner Equipment: *

PA Bundle (2 Microphones, Bluetooth Speaker, Speaker Stand, Mic Stand, Audio Dongle)

Projector + Projector Screen

Extension Cords

Adapters

I do not need Student Affairs Loaner Equipment

Facilities Support

Students are able to request equipment and event support from the Facilities Department.

Important Information about the next question. You are able to select multiple items

Please select which items you would like to rent: *

Chairs - up to 50

Tables - up to 12

Canopies - up to 10

Trash Cans - up to 6

I do not need Facilities Support

Please specify quantity of each item as well as instructions if Facilities Support is needed. If you do not need Facilities Support, please put N/A *

Additional Student Affairs Loaner Equipment

Reminder: It is your group's sole responsibility to return all items used for your event in working condition. Your organization will be held responsible for replacing any lost or damaged items.

Student Affairs Equipment

Directions: please indicate which Student Affairs loaner equipment you would like to request. Once your event has been approved and you have recieved your confirmation email from Student Events, it is the students responsibility to contact Jake Monahan to schedule a day to pick-up your requested equipment.
If items are not returned or are damaged, your group will be charge a fee.

Students Affairs has equipment that can be rented for student events. These are items that your group can check out from Jake Monahan in Ikeda 305.

Res Life and Athletic Equipment will be added soon. In the meantime, please contact Res Life and Athletics directly for loaner equipment.

Important Information about the next question. You are able to select multiple items

Please select which items you would like to rent *

String Lights

Tea Lights

Color Markers

I do not need Student Affairs Equipment

Please specify quantity of each item.

Food Request

Please note:

Groups who prepare food for an event without the intention of selling said food do not need a California Food Handler License.
Groups who plan to sell food they prepare MUST have a California Food Handlers License.
If your group plans on purchasing prepared food for an event, please provide the vendor's contact information

Will you be serving food at your event? *

Yes

How will your group be preparing your food? *

Self Prepared Food for sale (Your group will be preparing food for selling)

Self Prepared Food not for sale (Your group will be preparing food)

Catering Food (Your group is ordering food from an outside source)

Cooking on Site (Your group is hiring a professional catering service to prepare food on site)

Pot-Luck style (Attendees bring their own dishes)

Other (please specify in comment section)

Comments:

Please upload a copy of your California Food Handlers License here.

Upload file

Please provide the contact information of vendors below. *
(Maximum words: 250)

What type of food will served at your Event? *
(Maximum words: 250)

Campus Security

Do you foresee a possible need for Campus Security Services? If yes, please describe how you will need support?
(Maximum words: 500)

Additional instructions for the previous question. Disclaimer: This is the end of the Event Request Form. Modifcations can be made after this form has been submitted. However, forms must be re-submitted no later than 10 days before the event date.