Before requesting a Student Activity, make sure you have already submitted a Club Charter Request for this year, or your Student Activity Request will not be considered.
Type of activity*
Location and setup
Any setups, technology support, security or any other needs outside the Conference & Events 3C bldg space must be requested separately. Facility setup work orders must be sent by an appointed point of contact to firstname.lastname@example.org. Technology must have a request sent to email@example.com and requests for security or other AWCPD needs are sent to firstname.lastname@example.org. If you have scheduled space through Conference & Events, then they will be assisting you with room setups and technology, but you still need to submit the vendor requirements, contracts and insurance to Risk Management. Online Services.
Items that need to be requested by work order from Facilities at least 3 working days before the event Tables and chairs, hoses, extra trashcans, turning off sprinklers, moving the BBQ and set-up of tents (Facilities does not own any tent, you must get permission from the tent owner to use). Facilities does not provide additional lighting or extension cords.
Does your event include any outside vendors, entertainment or demonstrations? Yes No
Please submit to Risk Management the unsigned vendor contract and any additional vendor requirements for review at email@example.com. Risk Management will review the vendor's contract, insurance and will determine that any additional requirements can be met. The Director of Purchasing will be notified that it is acceptable along with the organizer of the event. At this point the event organizer can submit the requisition with the completed contract & insurance to Purchasing. No monies can be paid to the vendor without the approval of the vendor contract, additional requirements and insurance.
Vendors must supply a certificate of insurance. The certificate of insurance must be in the name of Arizona Western College with Arizona Western College as an additional insured in the amount of $1,000,000. The certificate shall identify the event and date it is being issued for. If unable to produce at this time it must be received within 3 working days of the event and approved by Risk Management or designee or the event will be cancelled. It is the responsibility of the organizer of the event to make sure all vendors provide proof of insurance.
Please list what groups have been invited or are expected to attend. Anytime AWC invites the public to participate in an activity or has larger than normal crowds, this increases AWC's liability and additional safeguards for this event need to be considered.
Bake sales are exempt. Food waivers must be obtained from Conference & Events and authorized by them to sell/serve any food. Anyone planning on selling/serving food must meet Department of Health requirements for warming, keeping cool and avoiding cross contamination. Unless approved by Risk Management all food for sale must be made in a commercial kitchen or be already commercially packaged for sale. We have special provisions for raw meat being cooked on site. Food Handling Guidelines.
Is this a fundraiser? Yes No
If your event requires a food waiver please itemize where and for how much your items will be purchased.
Please remember it is the responsibility of the club Adviser to submit a requisition through datatel if the club is ordering any items for your event (at least two weeks in advance)
If you need travel and have not yet completed it please remember travel arrangements must be made two weeks in advance. Click here for more details
How do you plan to recycle and/or reduce waste during your event?
AWC is devoted to challenging students faculty and staff to develop green habits that honor our commitment to nurture our community and environment sustainability. As a Club we Agree
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