ASU FORMS
WELCOME MONARCHS!
Our office is open for in person services. Office hours are:
Mon-Thur: 8:00AM - 7:30PM
Friday: 8:00AM - 1:00PM
Finance Committee Forms
The following forms are used for requesting money to fund an event. The Budget Request form must be submitted 4 weeks in advance of your event for approval from the ASU Board during the Finance and Executive Council Meetings. The Disbursement Request form is used for requesting money for specific items/vendors after money has already been approved. The Reimbursement form should be used after a PO has been issued by the Business Office and items have already been purchased.
Complete the Budget Request Form if you would like to request funds from the ASU. Email the form to @email 4 weeks prior to your planned event. The Budget Request Form must be submitted by 12:00PM on the Thursday before the Executive Council and Finance Meetings.
Complete the Disbursement Request Form to process purchase orders once funding has been approved by the ASU and/or using club funds. Email the form to @email.
Complete the Reimbursement Form for purchase orders (PO) that have been issued by the Business Office. Complete form and attach all necessary documents such as signed itemized receipts and a bank statement (if applicable). Submit form to the ASU at @email
ASU EVENT FORMS
Use any of the forms listed below for planning of your event. All forms must be submitted at least 2 weeks (or 15 business days) in advance of your event to ensure there is enough time for approval of your paperwork for your planned event.
Complete the Use For College Facilities Request Form to request spaces on campus such as Monarch Hall, Fireside Room, etc. Email form to @email 15 business days prior to your event.
Complete the Student Life Facilities Request Form to reserve Student Life Spaces such as the Lion's Den, Study Lair, or Skybox Conference Room. Email form to @email 15 business days prior to your event.
Complete the Event Request Form for events you are planning. Email form to @email 15 business days prior to your event.
Complete the Equipment Use Agreement Form if you wish to borrow equipment from the ASU for your event. Submit the form to @email at least 15 working days prior to your event.
The Fundraising Form - Required for ALL fundraising events and/or donations. Read guidelines prior to completing. Your club may not start fundraising prior to submitting this form for pending approval.
The Guest Agreement Form - Form is only used for guest speakers who are not charging a fee for their services. Performers do not apply. Submit with your event request form 15 business days in advance to @email.
The Miscellaneous Form - Used for performers, other contracts, such as bus transportation, etc. If you are paying an individual, you must use this form.
TBD. Send completed form with approved, stamped flyer to ASU at the Student Life Office or email us at @email.
The Risk Management For Field Trips Form - Are required for ALL Off-Campus Events and Activities. Follow Submission Instructions on form.
The Field Trip Excursion Form - Are required for ALL Off-Campus Events and Activities.
The Instructions for Field Trips - Are required for ALL Off-Campus Events and Activities.
The Vendor Form (used for any vendor who wants to sell on campus); also need a certificate of insurance. Food vendors also need Food Handling/SafeServe Certificate. Submit all paperwork 10 business days prior to event
Vendor Insurance Information
Clubs and/or Departments that wish to use a vendor for events on campus require vendor insurance. Per the LACCD, when a college contracts with another party often requests a Certificate of Insurance as part of an acceptable contract or agreement.
Policies for Contracting with Vendors
- If you are planning an event and plan to have a vendor provide a service (i.e. speakers, catering, performances, etc.) you will need to a miscellaneous contract and vendor insurance that includes general liability and auto insurance (if driving vehicle to campus).
- If your vendor is providing delivery services, only the certification of insurance is required.
Instructions
Please read the instructions carefully.
Guide for Vendor Insurance: LACCD RVNA Quote Special Events Guide
- Read the RVNA Quote Special Events Guide for Step by Step Process
- Click on the link to purchase vendor insurance: Special Event Insurance
- Send your vendor the link to purchase the insurance needed.
- Auto liability
- Documents
- Sample of Certificate of Insurance: Accord
- Miscellaneous Form - Used for performers, other contracts, such as bus transportation, etc. If you are paying an individual, you must use this form.
APPROVAL OF FLYERS
- Has your event been approved?
- Your flyer must include the current LAVC Logo and the current ASU Logo. Please email @email if you need examples of the logo.
- Make sure your flyers include the "Disabled Access" logo and wording before getting stamped for approval. A phone # or email must be provided for students to contact in case they need an accommodation. Also, insert the date (deadline) by which a student must make a request. Give at least 2 weeks.
- The ASU has money set aside for this purpose. Please contact the ASU Office if your club needs assistance paying for sign language fees.
- Your event must be approved before getting stamped.