Guidelines for School Hosted Event

School Hosted Events

Event Summary Chart

Event Summary

 


Event Request Workflow

This document indicates procedures, roles, and responsibilities for when a committee is hosting an event. 

  1. The committee decides to host an event and seeks approval and a budget via a JotForm request.
  2. The administration team will receive the request via SAHPEvents@lsuhsc.edu and respond to requestor.
  3. Once approval is granted and a budget is provided, the committee is responsible for electronic communication and/or forms requests.
  4. The administration team will review requested forms and initiate administrative needs and work orders.
  5. The committee is responsible for following up and ensuring all needs for the event are met.
    1. Refer to Event Comprehensive Checklist
    2. Refer to Event Matrix

*****Admin Support Request Form can only be used for school-specific committee-approved events that are held ON CAMPUS*****


Guest Speaker - ON Campus

  1. The committee is responsible for seeking a speaker budget or honorarium amount approved by the Business Manager (Willis).
  2. The committee is responsible for finding/identifying the guest speaker.
  3. Once approval and speaker are found the committee should connect the speaker with administration. The business manager will work and coordinate needs for contract and payment with speaker. An email connecting the two should suffice. Providing the event information to the business manager.


Food - On Campus

For state-funded event

  1. The committee received approval to include a food budget for the event in their initial event request form.
  2. The committee is responsible for identifying the food, food vendor, and supplies for events that fall within the budget provided for the event. Committee must notify vendor(s) of tax-exempt status and inquire of vendor for procedure for tax-exempt status to be honored.
  3. The committee is responsible for initiating a special meal prior form.
    1. Special Meals Prior Form
    2. Allied Health Restricted Fund for committee events food.  Please use this link and log in with your LSUHSC credentials to access the account number.
    3. Route completed document through adobe sign for signatures.
    4. Include Business Manager and Assistant Dean of Fiscal Affairs as a signatory. (Willis & Yahaira)
  4. The committee is responsible for emailing the signed special meal form to SAHPEvents@lsuhsc.edu so that Executive Assistant (Pam) can begin ordering and paying for food and supplies for the event.
    1. An email sent to SAHPEvents@lsuhsc.edu with Subject line – NAME OF EVENT.
  5. Executive Assistant (Pam) is responsible for coordinating with committee to use Pcard to place order of food and supplies for event.
  6. The committee is responsible for coordinating/assisting with food setup and delivery day of event and identifying helpers (available students, faculty, staff etc..)
  7. The committee is responsible for following up with all needs for the event.
    1. Refer to Event Comprehensive Checklist.
    2. Refer to Event Matrix

For a foundation-funded event

  1. The committee received approval to include a food budget for the event in their initial event request form.
  2. The committee is responsible for identifying the food, food vendor, and supplies for events that fall within the budget provided for the event.
  3. The committee is responsible for initiating a special meal prior form.
    1. Special Meals Prior Form
    2. Allied Health Foundation fund for committee events food is “foundation”.
    3. Route completed document through adobe sign for signatures.
    4. Include Business Manager and Assistant Dean of Fiscal Affairs as a signatory. (Willis & Yahaira)
  4. Payment for foundation-funded event
    1. A check from the foundation can be generated via a foundation check request to food vendor/company. The committee is responsible for sending an email to SAHPEvents@lsuhsc.edu so that the check can be generated to the vendor.  The committee is responsible for finding out if food vendor will accept a check.
    2. Cost reimbursement should be on a case by case basis. If a check is not accepted, an exception can be made if a selected committee member volunteers to purchase on their own understanding they will get reimbursed by the foundation via a check or ACH deposit.  In some cases, the administration may also make the purchase in advance using their own personal card. Administration will assist with reimbursement after the fact. The person using their personal card is responsible for keeping all supporting documentation (special meal signed, receipts, etc.) and submitting the reimbursement request within 60 days of purchase.
  5. The committee is responsible for placing the food order and supplies for the foundation-funded event.
  6. The committee is responsible for coordinating/assisting with food setup and delivery day of event and identifying helpers (available students, faculty, staff etc..)
  7. The committee is responsible for following up with all needs for the event.
    1. Refer to Comprehensive Event Checklist.
    2. Refer to Event Matrix.



Helpful Policies and Forms

Thank you.

If you have any questions about hosting an approved event please contact the administration team at SAHPEvents@lsuhsc.edu.