Student Organization Event Planning

Start here if your student organization is planning a meeting, event, fundraiser, service project, or trip. All student organization activities must be approved by the Student Life Office before they take place.

Submit an Event Proposal

Student organizations must submit a Student Life Event Proposal Form before holding any:

  • Meeting
  • Event
  • Fundraiser
  • Community service
  • Travel
  • Social activity

Important Details & Deadlines

  • Submit the form at least 14 business days before your activity to allow time for processing.
  • Business days only include days MCC is open.
  • Weekends, holidays, and campus closures do not count toward the deadline.
  • Your advisor should be aware that the proposal has been submitted.
  • Your event is not approved until you receive confirmation from Student Life.

Please Note: Due to the limited time between Thanksgiving Break and Winter Break, Student Life cannot process event requests during that period.

Represent Your Organization Correctly

When registering for conferences, competitions, travel, or other off-campus activities, use your organization name followed by "the MCC Chapter." Student organizations represent their members and MCC, but they do not speak on behalf of the college. 

Example: "Art Club, the MCC Chapter"

Guest Speakers, Volunteers, & Non-MCC Participants

If your event includes a guest speaker, volunteer, worker, or other participant who is not affiliated with MCC, additional documentation is required. Required Forms:
  • Background Release Form
  • DPS Criminal History Form
Student Organization Advisor Responsibilities
  1. Ensure both forms are completed.
  2. Email the forms to Human Resources.
  3. Copy (CC) studentlife@mclennan.edu. 
Submission Deadline
Forms must be submitted at least one week before the event. The DPS Criminal History Form must include:
  • Full legal name
  • Middle name(s)
  • Maiden name(s)
  • Any aliases

Please contact the Student Life Office to obtain copies of the Background Release and DPS Criminal History Forms. 

Speakers or Vendors

If your organization plans to pay a speaker, performer, vendor, or service provider, additional paperwork may be required. This may include:
  • W-9 Form
  • Independent Contractor vs. Employee Form
  • Executed contract
All required documents must be completed and approved before the event. Student organizations are not authorized to sign contracts on behalf of MCC.
Please contact the Business Office or Student Life for assistance.

Liability Form

Students attending certain activities may be required to complete a Liability Form. This includes:
  • Travel
  • Off-campus events
  • Activities with a higher-than-normal level of risk

The Liability Form only needs to be completed once per academic year (fall, winter, spring) and is done online.

Other Important Forms

Please refer to these forms to help with planning your student organization's events.

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