Alcohol at Programs
Charitable Fundraising
Contracting Entertainment
Dances on Campus
Films, Videos and DVD's
Lectures / Seminars
Meetings / Rehearsals
Performances
Off-Campus Travel
Outdoor Programs on Campus
Publicity and Promotion of Programs
Sponsorship of Outside Vendors on Campus
Raffles
Ticket Selling
Alcohol at Programs: 3 week deadline
- Student organizations may request to have alcohol served at a program provided that the program will be held at a facility that is licensed to serve alcohol, and that alcohol is not the primary focus of the program. (Note that Campus Dining Services is a licensed vendor for select locations on campus.)
- For off-campus programs with alcohol at which the group is renting out the facility, a copy of the license holder's certificate of liquor liability insurance must be submitted with the program paperwork. The vendor must have a minimum of $1 million of Liquor Law Liability Insurance in addition to $1 million of general liability insurance and excess umbrella liability coverage of $5 million.
- The licensed server of the alcoholic drinks must check all ID’s at the door.
- Organizations are not permitted to have an "Open Bar" at any student organization sponsored event.
Procedure:
- All organizations sponsoring an event at which alcohol will be served must schedule an orientation meeting with their Programmer in order to request approval for the program.
- Complete either an On Campus or Off Campus Event Form.
- For all organizations, complete an Alcohol Request Form.
- Have a faculty/staff person sign the Alcohol Request Form as a chaperon for the program.
- The organization will be notified once the request has been approved.
If your program involves...Then you need:
| An on-campus location: |
Requisition for BUPD
Requisition for Dining Services to serve the alcohol and to check ID's |
| An off-campus location: |
Purchase order to pay the location |
| Rental of an off-campus location: |
Contract from the location (SAO will get appropriate signatures) |
| Advertising: |
Purchase Orders, Requisitions and a copy of the approved flyer/ad. Items must be approved prior to copying. |
Deadline:
- 3 weeks prior to program date (or at least one week prior to the date a commitment must be given to the facility, whichever comes first).
Charitable Fundraising
An organization may raise funds to donate to a charitable organization provided that everything is in accordance with the following regulations and procedures:
- The parent group for which funds are raised must be registered with
the Secretary of State of the Commonwealth of Massachusetts as a non-profit organization, and be classified as a 501(c)-3 organization
by the IRS. No more than 20 percent of the monies raised by the parent group may go towards administrative costs.
- Operational costs for a fund-raising event must not exceed 25 percent of the projected income.
- The sponsoring student organization is responsible for all costs incurred by the operation of the program.
- Fund-raising events must include educational programs about the charity and the services it provides.
- Funds may not be raised for a political candidate, but may be raised for a political party.
- Student organizers of fund-raising events should not receive any payment from the charities for which they are raising funds.
- When collecting monetary donations, groups should request a cash collection bag and a locked donation box to keep donations secure.
- Donations to a high school's athletic program, or otherwise assisting with fundraising for a high school's athletics program by an institution is in violation of NCAA recruiting regulations. This includes all institutional departments or groups.
Procedure:
- Submit a Fundraising Event Form to SAO requesting approval.
The proposal must include:
- A clear description of the purpose of the fund-raising event and the methods of solicitation to be used.
- The names of the people who will coordinate and participate in all facets of the program.
- The actual time and location of the event.
- A proposed budget, including a breakdown of operational expenses and projected income.
- Based on this information, SABO will request a current annual report or set of financial statements and verification of tax-exempt status from the charitable organization.
- After fundraising events are completed, reconcile cash collection materials with SABO.
- After all expenses have been verified, submit a Check Request Form made payable to the organization for which funds were raised.
- You must have Cashbook page attached to verify funds.
Contracting Entertainment
This section will refer to contracting entertainers: Please refer to the section on Lectures for details about contracting speakers.
- Please note that only the performer or his/her agent is allowed to sign the contract.
- Please also note that a check for the performer/agent will only be released once SABO has received a signed contract and W-9 form for the event.
Procedures for Entertainment Contracts:
- Complete an Event Form.
- All performers/speakers must sign a Boston University contract. To generate a Boston University contract for a performer/speaker a Performer Information Form or Letter of Agreement Form must be completed at least three weeks prior to program date. While this is the minimum deadline, it is strongly suggested that student groups allow at least four weeks for processing of a contact for any nationally-touring act.
- The artist/performer/agency must read the contract, agree to its terms and mail the signed contract back to SAO.
- The signed contract must be received at least five business days before the scheduled program to guarantee that a check will be ready for the day of the event.
- The contract will then be sent to the Assistant Treasurer of Boston University for signature and authorization to pay the speaker/performer/agency. No one else is authorized to sign contracts on behalf of the University.
- SABO should be called a couple days before the program to insure that the signed contract has been received. If the contract has not been received see a Coordinator of Programs immediately.
- The day of the program the treasurer of the organization may pick up the check from SABO, if the signed contract has been received by SABO.
- If the contract was not received in time to be sent back to the speaker/performer/agency before the program, it can be picked up the day of the program.
- At GSU events, someone from your student organization must be at the event and act as a mediator between the GSU staff and the performer. If this is not followed, the event will be shut down.
- D.J.'s must provide all equipment for program.
Contracting Entertainment - Artists / Performers who have neither agency representation nor their own contract: 3 week deadline
- Be clear with the prospective artist/performer that an agreement cannot be made without approval by your organization and the Student Activities Office.
- All agreements are made between the artist/performer and Boston University.
- When discussing budget, mention a price range rather than a specific figure. This will increase bargaining ability.
- Get as much information about the artist/performer as possible. Ask for recommendations, demo tapes or a local opportunity to see artist/performer.
Contracting Entertainment - Artists / Performers who are represented by local agencies and / or who have their own contracts (performance fees under $2000): 3 week deadline
- Before discussing a program with the agency/artist/performer speak with a Coordinator of Programs.
- Determine whether the agent is a primary or secondary agent. Secondary agents may not be used.
- In many cases students can then proceed to negotiate with the agency/performer/artist.
- If the University has not previously used the agency, a Coordinator of Programs will need to initiate contact with them.
- The Coordinator of Programs will make you aware of the terms in that agency's contract that must be modified.
- The agency contract will be reviewed, necessary changes made and a signed copy returned once we have received the signed copy of the Boston University contract.
Contracting Entertainment - Artists / Performers Over $2000 or those deemed to be national acts: 4-6 week deadline
- A Coordinator of Programs must book this type of program.
- The deadline for this type of event is a minimum of three weeks before the scheduled event and four to six weeks before a national concert act.
- Do not initiate any discussions with such an act/agency before meeting with a Coordinator of Programs.
- Initiating discussions with this type of act/agency before talking with a Coordinator will jeopardize an organization's chances to sponsor this type of an event.
Dances on Campus - 3 week deadline;
Metcalf Hall: 3 week deadline
- For dances and other social events in the GSU, the Boston University Guest Policy must be followed. Student organizations must have an assigned person to check ID's at the door.
Procedure:
- Request a space at the Reservations Office.
- The next business day, pick up the On Campus Event Planning Form and all the appropriate forms at the Student Activities Office.
- All dance programs are required to file an Event Form.
If your program involves...Then you need:
| DJ or band (free or paid): |
Performer Information Form |
| Ticket Sales: |
Cash Collection Form; Student groups MUST contact a Coordinator of Programs about BUPD and/or added security requirements |
| Room set up/clean up: |
Requisition for B&G |
| Additional electrical power: |
Requisition for B&G Electrician |
| Dance Floor in GSU only: |
GSU Services and Tech Request Form |
| Dance in GSU: |
GSU Services and Tech Request Form for a monitor |
| Decorations: |
Purchase Orders |
| Advertising: |
Purchase Orders, Requisitions and a copy of the approved flyer/ad.
Items must be approved prior to copying. |
| Refreshments in GSU: |
Requisition for Dining Services |
| Refreshments outside of GSU: |
Purchase Order/Requisition |
| Non-BU guests: |
Follow Guest Policy |
Deadline:
- 3 weeks prior to program when using GSU Metcalf Hall
2 weeks prior to program otherwise
Films, Videos and DVD's: 4 Week Deadline
- Only the SABO Film Coordinator may contact film companies to check availability, obtain exact prices and order films and videos.
- SAO has catalogues for companies that carry many types of films.
- Student organizations may not rent videos from local vendors for public showings. Films shown in residence halls are subject to this law.
- Videos privately owned or rented from video stores are for HOME USE ONLY.
- To show videos for public showings, the copyright holder must grant permission in writing. SAO staff can assist in finding that information and obtaining permission. If a group is allowed a free showing, SAO must have written confirmation on file prior to the first showing.
Procedure:
- Request a space at the Reservations Office.
- The next business day, pick up the On Campus Event Planning Form.
- Fill out a Film Log and submit it to SAO four weeks prior to intended show date. The Film Log will be in your organization's mail folder two days later to confirm the film's availability and the specific price of the film.
- All film programs require an Event Form and a Purchase Order and a GSU Tech or Media Services Form.
- Films are ordered by SAO upon receipt of paperwork.
- Call SABO two days before show date to confirm the arrival of a film. If it has not arrived, contact your Coordinator of Programs immediately.
- Films must be picked up and signed for by 5 p.m. on the show date at the Business Office - 5 p.m. on Friday for a weekend show date.
- Films must be returned to the SABO the next business day after a showing; a film attendance report must be completed. If the film is being shown on a weekend, it should be returned to Union Information on the second floor of the GSU.
If your program involves...Then you need:
| Ordering a film: |
Purchase Order |
Showing a 16mm film, video
or DVD in the GSU: |
GSU Services and Technical Request Form |
Showing a 16mm film, video
or DVD outside the GSU: |
Requisition to Media Services or GSU Services and Technical Request Form |
| Ticket Sales: |
Cash Collection Form; Student groups MUST contact a Coordinator of Programs about BUPD and/or added security requirements |
| Advertising: |
Purchase Orders, Requisitions and a copy of the approved flyer/ad.
Items must be approved prior to copying. |
Deadline:
- 4 weeks prior to program date.
Lectures / Seminars: 3 Week Deadline
- University policy requires all paid lecturers to sign a contract prior to speaking.
- Depending upon the nature of the lecture and speaker, the organization may be required to hire BU Police for the program.
- If you wish to pay a non-U.S. citizen, please contact the Business Office 6 weeks prior to the program.
Procedure:
- Request a room at the Reservations Office. Be sure to request an appropriate room keeping in mind the type of lecture, audio-visual needs, crowd control, and parking.
- The next business day pick up the On Campus Event Form and all the appropriate forms at SAO.
- All lecture programs are required to file an Event Form.
- If the lecturer is being paid, remember to pick up the check from the Business Office by 5:00 p.m. on the date of the program. For a weekend program, pick up check by 5:00 p.m. on that Friday.
If your program involves...Then you need:
| A paid speaker: |
Performer Information Form |
| A non-paid speaker: |
Letter of Agreement Form |
Audio/visual equipment
in the GSU: |
GSU Services and Technical Request Form |
A/V equipment outside
the GSU: |
Requisition to Media Services
OR Purchase Order to a local media rental company. |
| A controversial topic/speaker: |
Requisition for BUPD |
| Ticket sales: |
Cash Collection Form; Student groups MUST contact a Coordinator of Programs about BUPD and/or added security requirements |
| Advertising: |
Purchase Orders, Requisitions and a copy of the approved flyer/ad.
Items must be approved prior to copying. |
| Refreshments: |
Requisition to Dining Services |
Deadline:
- 3 weeks prior to program.
Meetings / Rehearsals: 1 Week Deadline
- A meeting is open to the organization members and interested students for the purpose of organization business.
- Meeting/rehearsal space may be reserved on a one-time basis, or weekly throughout the semester.
Procedure:
- Request a room at the Reservations Office. Please know the expected attendance and be sure to indicate whether requesting one meeting space, or weekly meeting space.
- The next business day, pick up the Tentative Reservation Form in your mail folder at SAO.
- If no services are being requested, sign the Tentative Reservation Form, submit it, and the space will be confirmed.
If your program involves...Then you need:
| Collecting dues: |
Cash Collection Form |
| Refreshments: |
Requisition to Dining or a Purchase Order (for meetings in non-Dining locations only) |
Audio/visual equipment
in the GSU: |
GSU Services and Technical Request Form |
| Advertising: |
Purchase Orders, Requisitions and a copy of the approved flyer/ad.
Items must be approved prior to copying. |
| Audio/Visual equipment: |
GSU Services and Technical Request or Requisition to Media Services |
Deadline:
- 1 week for meetings with no University services.
2 weeks for meetings requiring University services.
Performances: 3 Week Deadline
- Rights must be secured and paid for in the form of a purchase order prior to the first performance.
- If a group is allowed a free performance (no rights required), SAO must have written confirmation on file prior to the first performance.
- All materials for student groups, including scripts, scores and invoices, must be sent to the group’s SAO mailbox.
- Any performance without rights is subject to cancellation.
Procedure:
- Request space at the Reservations Office.
- Call the company that holds the rights to the show your group wishes to perform and secure the rights.
You must have all the information for the show, including, but not limited to, location, date, time, ticket price, etc.
If you are unable to locate the correct company or have any questions, please contact SABO for assistance.
- The next business day, pick up the On Campus Event Planning Form and all of the appropriate forms in SAO.
- Make an appointment with your Programmer if you require a quotation from B&G for any services.
If your program involves...Then you need:
| Performance Rights: |
Purchase Order |
| Room/Stage Set-Up: |
Requisition to B & G |
| Electrician Hook-Up (Morse Auditorium & GSU Ballrooms): |
Requisition to B & G Electrician |
| Sound/Lighting Equipment: |
Purchase Order |
| Ticket Sales in the GSU Link: |
Cash Collections Form |
| Ticket Sales at the door: |
Cash Collections Form; Student groups MUST contact a Coordinator of Programs about BUPD and/or added security requirements |
| Advertising: |
Purchase Orders, Requisitions and a copy of the approved flyer/ad.
Items must be approved prior to copying. |
| GSU Link Board: |
Funds Transfer to Poster Printer and a copy of the approved flyer/ad. |
Deadline:
Off-Campus Travel
- For undergraduate student organizations renting transportation, planning an overnight stay or traveling outside the country, a chaperon must attend. Students attending conferences may not be required to secure a chaperon if the organization is not renting transportation.
- For graduate student organizations, a chaperon may not be required for travel if the following requirements are met:
- A graduate student over the age of 25 will be driving.
- Copies of all drivers’ valid driver’s licenses are submitted to SAO.
- All drivers have read and signed the Tips for Van Drivers booklet, available in SAO.
- All drivers must successfully complete a driver safety program on AlertDriver.com.
- For all organizations, all participants must sign a Release and Indemnification Waiver to be submitted with a list of names and University ID numbers of all passengers to SAO at least one day prior to departure.
- In case of an accident you should immediately notify the University.
- Call SAO at 353-3635 Monday through Friday, 8:00 a.m. to 6:00 p.m.
- Call GSU Information at 353-2921 Monday through Thursday, 7:00 a.m. to 11:00 p.m., Friday, Saturday, 7:00 a.m. to 1:00 a.m., or Sunday 11:00 a.m. to 11:00 p.m.
- If both offices are closed and an injury is involved contact the Boston University Police at 353-2121.
- If there is an accident, please gather as much information as possible. Upon your return you will have to complete an accident report at SAO.
- In most cases, student organizations are required to cover a chaperon's costs.
Off-Campus Travel - Air Travel: 2 Week Deadline
Procedure:
- Speak to a Coordinator of Programs before making any air travel arrangements.
- SAO recommends that students plan as far ahead as possible.
Deadline:
- 2 weeks prior to the program if purchasing tickets through Garber Travel or renting a bus. 1 week prior to the program for other programs.
Off-Campus Travel - Bus Rentals: 2 Week Deadline
Procedure:
- Reserve a bus through one of the companies approved by the Boston University Office of Risk Management (see the Vendor Book section of Student Group Resources or ask an SAO staff member for the names of approved companies) under the name of "Trustees of Boston University".
- Complete an Off Campus Event Form.
- Complete a Purchase Order for the bus. Include pick up/drop off times, location, type of bus and capacity required.
- Secure a chaperon for each bus.
Off-Campus Travel - Car and Van Rentals: 1 Week Deadline
- The primary driver must be 21 years of age or older.
All additional drivers must be 25 years of age or older.
- Please note that although only 1 week is required for renting the van itself, TWO WEEKS are required for Van Driver approval. Please plan ahead.
- Reserve a vehicle through one of the companies approved by the Boston University Office of Risk Management (see the Vendor Book section of Student Group Resources or ask an SAO staff member for the names of approved companies) under the name of "Trustees of Boston University."
- Complete an Off Campus Event Form.
- Complete a Purchase Order for the vehicle rental.
- In the description section include:
- Dates of rental,
- Names and driver’s license numbers of all drivers,
- Daily rental and mileage costs.
- Confirmation number.
- Submit a copy of driver’s licenses of ALL drivers.
- Complete a Funds Transfer for $10 per day per vehicle payable to the "Auto Insurance Pool," account #55275 (this will cover the $500 deductible for any collision damage).
- Complete a Check Request for a cash advance for all tolls and gas. Collect receipts for all purchases. The receipts and any remaining funds must be returned to SABO upon your return. Your account will be frozen until the cash advance is reconciled.
- Secure a chaperon for each vehicle rented. The chaperon(s) must sign the Off Campus Event form.
- Pick up a copy of the Tips for Van Drivers booklet at SAO. Read and sign the card in the back and submit it to SAO prior to the trip.
- All drivers must successfully complete a driver safety program on AlertDriver.com.
- If there is any damage to the vehicle, contact SABO immediately.
Off-Campus Travel - Foreign Travel: 3 Week Deadline
A Foreign Bank Draft is used to draw a check in foreign funds. Example: If a
group goes to Canada and needs to pay the tour operator in Canadian dollars.
SABO requires 3 weeks to process this check request due to lengthy bank
processing time.
Off-Campus Travel - Hotel Stays: 1 Week Deadline
Procedure:
- Reserve room ahead of time – before you leave BU.
- Pay for room with a Purchase Order or Check Request. If by check, remember you need an itemized estimate first.
- Include Confirmation number on PO/Check, remember that a PO/Check does not make a reservation.
Deadline:
- 1 Week minimum for Check Request or Purchase Order.
Outdoor Programs on Campus
Procedure:
- Request a location from the appropriate University personnel/department.
| Alpert Mall (BU Beach) + |
Dean of Marsh Chapel 3-3560 |
| COM Lawn |
COM Dean's Office 3-3450 |
| GSU Fox Fountain Area |
Director of GSU 3-5498 |
| GSU Plaza |
Director of GSU 3-5498 |
| Malvern Field |
Case Center Reservations 3-4632 |
| Marsh Plaza + |
Dean of Marsh Chapel 3-3560 |
| Nickerson Field |
Case Center Reservations 3-4632 |
| Parking Lots |
Parking Services 3-2160 |
+ any event held on Marsh Plaza or Alpert Mall must also be approved by
the Deans of LAW, CAS, MET, SSW, STH and the Director of SAO.
There is no amplified sound allowed for these programs. Consult with your
Coordinator of Programs.
- Get written confirmation from the department.
- All outdoor programs require an On-Campus Event Form.
- Reserve a rain location and file all appropriate paperwork.
If your program involves...Then you need:
| Tables, chairs or other furniture: |
Purchase Order to rent items OR Requisition to B&G to move items to your location. |
| Food or a BBQ: |
Requisition to Dining Services |
| DJ or other contracted services: |
Performer Information Form (all equipment must meet University safety standards and insurance requirements). |
| Advertising: |
Purchase Orders, Requisitions and a copy of the approved flyer/ad.
Items must be approved prior to copying. |
Deadline:
- Will depend upon the nature and location of your programs.
See a Coordinator of Programs for specific programs.
Publicity and Promotion of Programs
- Prior to printing, a Coordinator of Programs must approve all advertising.
- All display advertising must include:
- Boston University and organization name
- Date, time, and location of program
- "Funded by the Undergraduate Student Fee" for programs funded by the Fee
- SAO has a poster-printing service for which the deadline is 5 business days. Please discuss any special requests with an Activities Consultant.
Publicity and Promotion of Programs - Posting in the George Sherman Union:
- Bulletin boards for student organization posting are located in the lower level, on the second floor, and in the Student Activities Office.
- There are bins outside of the Games Room in the GSU Lower Level suitable for flyers to be distributed.
- Easels and sign holders are available for use for programs in GSU on the day of event.
Publicity and Promotion of Programs - Posting in the Residence Halls:
- Have the poster/flyer approved in SAO.
- Bring 348 of the publicity copies to the Office of Residence Life (ORL),
985 Commonwealth Avenue. The Office of Residence Life will
distribute them to the residence halls provided they have been
counted as follows:
| 10 Buick Street |
30 |
| 1019 Commonwealth Avenue |
6 |
| 33 Harry Agannis Way |
26 |
| 575 Commonwealth Avenue |
22 |
| Danielsen Hall |
18 |
| Myles Standish Hall |
1 |
| Shelton Hall |
31 |
| South Campus |
75 |
| The Towers |
50 |
| Warren Towers |
50 |
| West Campus |
39 |
| ORL Main Office |
1 |
| Office of Admissions |
1 |
- ORL will not distribute for posting any poster that has not yet been approved by SAO.
- Flyers/posters may be posted only on designated bulletin boards by the appropriate residence hall staff members.
Publicity and Promotion of Programs - Posters in Schools/Colleges:
- Have the poster/flyer approved in SAO.
- Posting approval for each School/College must be obtained from the appropriate personnel.
Publicity and Promotion of Programs - GSU Link Display Boards: 2 week deadline before programs
- Only approved programs that are open to the University community may be promoted.
- Display boards are posted for one-week periods above main doors to GSU Link.
- Space is reserved at the Activities Assistants' desk in SAO.
- Space is assigned on a first come-first served basis.
- Organizations may choose to enlarge a flyer using an approved vendor or requesting a poster from SAO. Enlargements may be done with a Purchase Order. All flyers must be approved by SAO prior to enlargement.
- Submit enlarged poster to GSU Operations three business days before date of reservation.
- No handwritten boards or posters will be accepted.
Publicity and Promotion of Programs - Poster from SAO: 5 days deadline
- The Student Activities Office can provide an enlargement of a flyer printed on a full-color, photo quality poster printer.
- The poster/flyer needs to be approved by SAO & a copy must be attached to the request form, available from the Activities Consultants.
- Files must be in a PC format or an Acrobat PDF file.
- The cost for printing is $2.75 per square foot. A standard Link Board costs $43.50.
- Mounting board for posters not intended for the Link Display will be an additional cost.
Publicity and Promotion of Programs - Table Tents in Dining Halls:
- Two weeks preparation is required.
- Request permission and schedule dates for table tents with an Activities Assistant.
- Use a table tent template available in the SAO Resource Room.
- Have table tents approved by SAO.
- Submit required number of table tents to Dining Services.
- The Cost for printing is approximately $55 for campus-wide table tents. Groups must print their own table tents.
- Table tents are placed on Sundays and taken down on Saturdays.
Raffles
Raffles - Before the Raffle:
- Meet with the Assistant Director of Finance in SABO to review procedures for raffles.
- The following information should be known prior to meeting with the Assistant Director of Finance:
- Date(s) and location of proposed raffle and time of drawing
- Number of tickets to be sold and price of tickets
- Prizes to be awarded
- Anticipated expenditures
- All drawings must be held in a public area.
- If raffle involves fundraising for a charitable organization see Charitable Fund Raising Procedures.
Raffles - Tickets:
- The Assistant Director of Finance must inspect a final draft of the tickets before the tickets are printed.
- All tickets are to be numbered and kept in SABO until they are ready to be sold.
- All tickets must contain the following in typed lettering:
- Name of the student organization
- Boston University (do not use abbreviations)
- Day, date, time and location of drawing and price of ticket
- A listing of prizes to be awarded
- Phrase "WINNER(S) NEED NOT BE PRESENT AT TIME OF DRAWING”.
- The tickets are to be numbered in different colored ink from that of the text of the tickets.
- All tickets must be numbered beginning with the number “1”.
- If an outside vendor prints tickets, the vendor must supply a printing manifest. If the group prints tickets, the group must number its tickets in SABO, using the SABO numbering machine in the presence of an SABO employee.
- The Assistant Director of Finance must inspect all tickets prior to sale.
- Tickets will be held in SABO until Cash Collections materials are picked up.
Raffles - Prizes:
- Prizes must be obtained prior to beginning the raffle.
- All prizes are to be kept in SABO until the day of the drawing.
- If the prize is donated and cannot be stored in SABO, a copy of a letter from the person(s), company, or group donating the prize must be filed with SABO. It must state the description, quantity, and dollar value of the prize.
Raffles - After the Drawing:
- A form must be completed with the name, address, and phone number of the winner along with the date, name of sponsoring organization, and a contact's name and phone number. When completed, the form is to be submitted to the Student Activities Business Office.
- The name, address and social security number of winners with a description and dollar value of the prize is to be filed with SABO whenever the value of the prize is over $25.
- A meeting with the Assistant Director of Finance MUST be made within three days after the date of the drawing to finish the following tasks:
- Reconcile all tickets. All sold ticket stubs and unsold tickets are to be retained by SABO.
- Submit a list of all expenses in relation to the raffle.
- Fill out a Check Request Form to Massachusetts State Lottery Commission for five percent of the gross revenue.
- The Assistant Director of Finance will file the tax return.
- If the entire process is not completed within the ten days after the date of the raffle, the group will be charged penalties and interest by the Massachusetts State Lottery Commission.
Deadlines:
Sponsorship of Outside Vendors on Campus
-
Co-Sponsorships
- If a student organization wishes to co-sponsor a program with another recognized Boston University student organization or with a Boston University department, all arrangements and financial transactions must be completed through one account only. Necessary funds must be transferred to that organization in advance of program approval, and any arrangements between the organizations and/or departments, financial or otherwise, must be submitted in writing to the Student Activities Office.
- If a student organization wishes to co-sponsor an event with an organization outside of Boston University, all arrangements and financial transactions must be completed through the student organization’s Student Activities Business Office account. 100% of the profits or proceeds from the event must go into the student organization’s account and cannot be used as a donation or profit split with the outside organization. In the case that the outside organization is a registered 501c3 organization with non-profit status, the student organization may make a donation of a previously agreed-upon amount, provided they take the proper steps beforehand with Student Activities.
- The registered student organization assumes responsibility for all aspects of the event, and must take measures to ensure that all policies and regulations of Boston University are followed, especially by outside organizations or vendors. To assist with this, the recognized student organization must specify one point person for the event who will act as a liaison between Boston University/Student Activities and the outside organization. Any arrangements between the student organization and the outside organization must be submitted in writing to, and approved by, the Student Activities Office in advance of the program. All sponsorships from outside vendors must not conflict with contracts already held by the University itself. Please consult the Director/Assistant Director of Student Activities to be sure that your student group is in compliance with all University policies thereon. Failure to comply with said policy can result in the cancellation of the event in question.
Deadlines:
- 3 weeks prior to the date of the sales the proposal must be submitted.
2 weeks prior to the date of the sales all paperwork must be filed.
Ticket Selling
- Tickets may be sold in advance by organization members at meetings and Link tables or at the door of an event. A cash bag is required for all ticket sales. Please refer to the section on Cash Collections for cash handling guidelines.
- Organizations selling tickets can also make arrangements to sell the tickets through the SABO ticket window or the GSU Information Desk. In order to do this, you must first speak with your Coordinator of Programs and the Accounts Coordinator in SABO.
- SAO has a ticket-printing service, for which the deadline is 5 Business Days.
- Ticket sales will not begin unless the student group has a cash bag.
General Guidelines:
- Prior to being printed, tickets must be approved by an SABO Accounts Coordinator.
- All tickets must be numbered and include the following information:
- Name of the sponsoring organization
- Boston University (do not use abbreviations)
- Program title
- Date, time and place of event
- Admission price and refund policy (standard policy is no refunds)
- Tickets may be printed either by
- Using a vendor that specializes in printing tickets.
- Submitting a Ticket Request through SAO.
- Creating your own tickets and photocopying them.
- All tickets must be numbered. Organizations that create and print their own tickets must number them in different color ink than the ticket is printed in. Tickets can be numbered using the SABO numbering machine.
- An SABO staff member must verify all tickets before they can be sold. Please make an appointment to do this.
- All tickets must stay with the cash collection materials; it is prohibited to give out tickets to individuals to sell.
- Tickets should be sold in numerical order, from lowest to highest.
- Unsold tickets must remain with cash collection materials to be
reconciled with a member of the SABO staff after the event.
- All money collected must be deposited in SABO or at the GSU
Administration Office immediately following the sale or event. BUPD
will provide escorts as part of the requisitioned police detail. Money
collected must reconcile accurately – Do not spend any of the cash
collected.
If your program involves...Then you need:
| Complimentary tickets |
Stamp those tickets Complimentary (in SABO) |
| Differently priced tickets and/or multiple dates and times |
Print different color tickets for each price and date/time. |
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