Org Step By Step Event Planning Guide

Reserve Space

25live - Buffalo State's Online Space Reservation System

• Space for all campus events and activities should be reserved here!
• Space requests should be submitted at least 30 days prior to the proposed date of your event; space is first come first serve
  • Student Union space requests: processed by Student Leadership and Engagement
  • All other campus space requests: processed by Events Management

Bengal Connect

Bengal Connect is a website sponsored by USG that allow students, faculty, staff, and administration to stay up to date on upcoming Buff State happenings!

• Once you've acquired a campus space for your event or activity through 25live, you need to submit your event or activity for approval on Bengal Connect.
• Organizations must submit event requests at least 30 days prior to the proposed date of your event

Event Approval/Denial

• The USG Business office may deny an event if it is missing important information
• You can resubmit the event for approval once fixed as long as it is done in a timely manner
• Once your event is approved, you are able to proceed in the event planning process

Funding

I need funding for my event, what do I do?

• Your organization treasurer needs to complete the funding request form (Requisition Form) found on the USG Treasurer's Bengal Connect page; this is used to purchase items out of your organization’s budget line
  • Must be submitted AT LEAST 3 weeks prior to when funds are needed
  • Indicate whether you'd like payment via check or Purchase Order (PO)
• Additional documents you may need to submit with your Requisition Form
  • Event Flyer; must state  "Funded by the Mandatory Student Activity Fee"
  • Vendor Invoice
  • Receipt of purchase
  • Vendor W-9
• After your request is approved
  • Payment via check: If approved by the Research Foundation, a check will be mailed to your vendor
  • Payment via Purchase Order: If approved by the Research Foundation, USG will send you a copy of the PO that you can give to your vendor. After your purchase, you MUST return a receipt to the USG Business Office
• **NOTE: USG has purchasing cards for Lowes, Tops, Walmart, and Wegmans
  • In order to use a card, you still must submit a requisition form at least 3 weeks prior to when funds are needed 
  • Depending on your purchase, cards should be picked up the day before your event and returned immediately after WITH the receipt

I'd actually like to do a reimbursement for my event, what do I do?

• Reimbursements can be done if your vendor doesn't accept checks or Purchase Orders
• Reimbursement Forms can be found on the USG Treasurer's Bengal Connect page; 
• Your organization treasurer MUST submit this form AT LEAST 2 weeks prior to when funds are needed
• If your reimbursement request is approved by the USG Treasurer and their budget committee, your organization treasurer will then complete a Requisition Form using the above steps
• Receipts must be submitted no later than 3 days after the event

I need funding for my event but I'm an Academic Assembly Organization, what do I do?

• This process is for recognized, NON-FUNDED USG organizations and can only be used for ON campus events
• Your organization treasurer must submit an Academic Assembly request form along with a detailed excel sheet and a proposal describing the event and its purpose on Bengal Connect
  • Academic Assembly request forms can be found on the USG Treasurer's Bengal Connect page
• Requests will go to the budget committee for review, then the USG senate for approval. Once approved, the organization will receive a memo from the USG Treasurer
• USG will then submit a requisition form on the organization’s behalf
• **NOTE: Organizations can only request up to $300 per academic year

Event Planning Meetings

• What? Larger events in the social hall or other locations on campus will require an event planning meeting with SLE and USG. They should be scheduled by SLE/Events Management and the organization E-board. 
• When? These meetings should take place no later than 15 days before the date of the event
• Who? All involved parties should be included; the organization planning the event, SLE, USG, Events Management, UPD, etc.