[Phar26] UPDATED: Event/Fundraiser Procedures and General Meeting Submissions

[Byrd, Kenley E]

Hello Camels,

I hope this message finds you well. I'm sending out a reminder about the event/fundraiser procedures, with an important update.
These procedures remain the same, but our office has noticed a variety of general meetings being submitted. To streamline the process, we've updated the form to include a specific question for general meetings. Please remember to submit all meetings, events, and fundraisers through this updated form.
When submitting general meetings, please indicate if you will need a payment link for dues. For any payment link requests, kindly submit them at least two weeks prior to the event. Section 3, letter e of the procedures outlines specific guidelines to follow when requesting a payment link, so please review those carefully.
If you have any questions or need further clarification, feel free to reach out.
Thank you for your attention to these updates!
____________________________________________________________________________________________________________________________________________
To ensure everything runs smoothly, I ask that you carefully follow the steps outlined below.
Meetings, Event and Fundraiser Approval Process

  1.  Submit an Event/Fundraiser/Meeting Request Form
     *   Begin by submitting the Event/Fundraiser Request Form (here<https://cuweb.wufoo.com/forms/m8yfdq308am1a7/>). This is mandatory for all events and fundraisers.
  2.  Reservation Verification
     *   After submitting the form, please send me the verification of your reservation for the desired space. If you prefer to streamline the process, you can send this verification with your initial request. (Online meetings and events do not need a reservation confirmation.)
     *   Once I receive both your request and the reservation confirmation, I will email you back with “Approved” in the subject line. This email will also include information on how to include your event in the weekly newsletter or on the TV slides (here<https://cuweb.wufoo.com/forms/r1io4x0g1illgvy/>).
  3.  Special Considerations for Fundraisers Involving T-Shirts & Other Items
     *   When planning a fundraiser that involves selling t-shirts, or any other item with a Campbell affiliation (logo, name, camel image, class cohort, etc.) submit the request form along with the t-shirt design.
     *   Our office will contact CPHS's Communication's Team for approval of the design. If they suggest changes, I will communicate them to you.
     *   Upon design approval, you will need to complete a Licensing and Trademark Form, which I will provide.
     *   Wait for confirmation from Campbell University's Marketing & Communication department before proceeding with your orders. Once I receive their approval, you will receive an email from me with “Approved” in the subject line. DO NOT place any orders before receiving this approval.
     *   In addition, please remember to submit the payment link request (here<https://cuweb.wufoo.com/forms/q1d1dd8f035tdsg/>). Mrs. Goetz will create the link once she has received the request. Any event or fundraiser requiring a payment link should submit the request at least two weeks prior to the date needed. If the request is submitted a week or just a few days before the event, we cannot guarantee that a link will be created in time. Mrs. Goetz usually checks these requests on Thursdays and Fridays. Please be mindful of this timeline when planning your event. DO NOT expect our office to create a link the day before an event; planning and requesting well in advance is essential to secure a link before your event or fundraiser.

ListServ Announcements

  *   ListServ Approval
     *   No ListServs will be sent out for any meetings, events or fundraisers until the above process is completed.
     *   Additionally, ListServs for events held in any campus room will not be sent out until I have received confirmation of your reservation. This is to prevent scheduling conflicts.
  *   Important Links and Additional Support
     *   The links to submit requests for events/fundraisers, as well as newsletter submissions, are located in Blackboard under the Student Affairs Organization tab.
     *   If you have any questions or need assistance, please feel free to visit my office or email me. I am happy to meet with you to discuss the process in detail or provide any help you may need.

Thank you for your attention to these procedures.

Best regards,

Kenley E. Byrd
Student Affairs Coordinator
Office of Admissions & Student Affairs
Campbell University | College of Pharmacy & Health Sciences
t: 910.814.5693 | e: kebyrd at campbell.edu

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