Graduate Student Association Event
Planning and
Co-Sponsorship Guidelines
(Updated September 12, 2014)
GSA Co-Sponsorship Event Information Packet
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Contents
Current Student Organization Contact Information………………………………………………..3
How to Ask for GSA Co-Sponsorship……………………………………………………………………...4
Co-sponsorship Request Form………………………………………………………………………………5
GSA Purchasing Policy………………………………………………………………………………………….6
Student Reimbursement for Event Purchases Form……………………………………………….7
Event Planning Checklist………………………………………………………………………………………8
Parking and Catering………………………………………………………………………………………….12
Advertising Your Event………………………………………………………………………………………13
GSA Co-Sponsorship Event Information Packet
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Current Student Organizations and Contact Info
GSA and Student Organization Office: 211
Graduate Student Association (GSA):
General Email: [email protected]
Co-Leader – Ruth O’Gara, [email protected]
Co-Leader – Adam Tannenbaum, [email protected]
Treasurer – Terri Shelton, [email protected]
Secretary Advisor - Lisa Ingarfield, [email protected], 303-871-3841
Phi Alpha:
Co-President – Meredith Buschart, [email protected]
Co-President – Abbey Westpthal, [email protected]
Co-Vice President – Christine Amoresano, [email protected]
Co-Vice President – Jane Campbell, [email protected]
Secretary – Reiley Altenborg, [email protected]
Treasurer – Dana Underwood, [email protected]
Advisor - Jae McQueen, [email protected], 303-941-5776 (cell)
Shades of Brown Alliance (SOBA):
Co-Leader –
Co-Leader –
Advisor (Fall Quarter only) – Michele Hanna, [email protected]
Advisor – Ramona Beltran, [email protected]
SOBA email: [email protected]
Multicultural Social Justice (MSJ):
Co-President – Liza Saffo, [email protected]
Co-President –
Co-President –
Advisor – Tina Hageman, [email protected]
ECO (Environment + Conservation + Opportunity) Conscious:
Co-Leader – Terri Shelton, [email protected]
Co-Leader – Whitney Young, [email protected]
Advisor: Philip Tedeschi, [email protected]
Advisor: Sarah Bexell, [email protected]
mailto:[email protected]
Queer Equality Alliance (QEA):
President – Jess Woolverton, [email protected]
Vice President - Samantha Barrale, [email protected]
Advisor: Nick Ota-Wang, [email protected]
GSA Co-Sponsorship Event Information Packet
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How to Ask For GSA Co-Sponsorship
GSA is committed to building community and to supporting student endeavors. It sets aside a
portion of its budget each year to support student led events (external to student organization
events). This is a finite amount of funds and approvals are provided based on the nature of the
request, the remaining co-sponsorship funds available, and the event’s goals (must be in line with
social work values and be open to all GSSW students).
Guidelines for requesting GSA monetary co-sponsorship:
1. Complete the GSA Co-sponsorship request in this packet.
2. Request to be on the next GSA agenda to present your request and budget (for a list of
GSA meeting dates visit: https://portfolio.du.edu/gsswstudentresources/page/47220)
a. To request this email [email protected]
b. Please be sure to get on the GSA agenda ONE MONTH before your event date.
c. For example: if your event is Friday, February 7th, you will need to be in
attendance at the GSA meeting closest to January 7th.
3. You must be on the agenda to be able to present your request.
4. You must have a detailed budget and rationale for your request from GSA.
a. Your rationale must include how the event speaks to social work values and
GSA’s commitment to building community.
5. You must also have an event date confirmed, and a marketing plan that includes listing
GSA on your flyers and any materials (along with any other co-sponsors you have).
6. Requests made after the one-month deadline will not be considered.
7. Monetary sponsorship amounts will be considered on a case-by-case basis.
Guidelines for requesting non-monetary sponsorship requests
1. You can request non-monetary support from GSA for your event. Please still complete
the sponsorship request form
2. Non-monetary co-sponsorship can include:
a. Assistance with spreading the word
b. Assistance with planning
c. Assistance on the day of the event
3. It is still requested that you list on all your marketing materials that GSA is a sponsor of
your event
GSA Co-Sponsorship Event Information Packet
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Request for Graduate Student Association Co-Sponsorship
You can apply for co-sponsorship support from GSA. Co-sponsorship amounts are determined on a
case by case basis. Each request is put to a vote of GSA attendees and is not guaranteed. You must
be in attendance at GSA to present your event and budget for the request to be considered. Your
request must be made at lease ONE MONTH ahead of your event.
Name:
___________________
(Last)
(First)
Telephone Number:
Email Address:
________
About the Event
Title of Event: ________________________________________________________________________
Event Date: __________________
Event Purpose:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Expected Attendance: ___________
GSA Co-Sponsorship: ☐
☐
Monetary
Non-Monetary (assistance with spreading the word)
If Monetary, Amount of Requested:
$
Reason for GSA co-sponsorship request (what will you use the $$ for):
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Please include with this form, a detailed budget of your event including other co-sponsors and their
confirmed or predicted contribution.
Event Organizer Signature: _____________________________________
For GSA Use Only
Date:
Decision: ☐ Fund _$__________
☐ Do not Fund
☐ Support, but no $
GSA Co-Sponsorship Event Information Packet
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GSA Purchasing Policy
a) In congruence with the University of Denver’s Sustainable Purchasing Policy as well as
the National Association of Social Work’s Code of Ethics, GSA and all student
organizations will limit budget spending to expenditures that support the profession’s
ethical values of Service, Social Justice, Dignity and Worth of the Person, Importance of
Human Relationships, Integrity, and Competence.
b) Prior to purchasing apparel, promotional items, catering, or related items, GSA and other
student organizations will investigate, to the best of their ability, where items were made,
under what conditions, and how it benefits people in their environment.
c) Buyers for all GSSW-associated purchases will select a vendor using their best judgment
in addition to a combination of as many of the following generally-trusted certifications
as possible: fair trade, union made, made in the USA, organic, and locally owned/made.
d) GSA has the right to deny reimbursement of any funds that do not meet these basic
requirements or demonstrate that this conversation/investigation has taken place.
NOTE: Where possible please use the tax-exempt form at the end of this packet so vendors can
remove the tax from your purchases.
GSA Co-Sponsorship Event Information Packet
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Co-sponsored Event - GSSW Student Reimbursement Form
Reimbursement of Personal Funds used for Student Event Expenditures
*University of Denver Students Only*
Submit this form along with ORIGINAL RECEIPTS for expenditures to:
Jennie Ratico
Operations Manager
Graduate School of Social Work, Rm 365
Date:
Name:
DU ID Number:
(First)
(Last)
Address:
(This is where the check will be mailed to)
City, State, ZIP:
Telephone Number:
Email Address:
Description and date of purchase or activity:
Amount of Reimbursement Requested:
$
(tax is not reimbursable)
TRANSFER FUNDS FROM: Organization Budget to be Charged. (Please select one):
90100 218211
91224 218212
90340 218214
GSA
QEA
SOBA
90424 218210
91225 218213
90343 218215
MSJ
Phi Alpha
ECO Conscious
Person Requesting Reimbursement Signature: _____________________________________
Sponsoring Student Organization Signature:_______________________________________
Student Group Officer or Advisor
All parts of this form must be completed and submitted within 30 days of incurring the expense.
The last day to submit reimbursement requests is June 25th of each year.
Incomplete forms will not be processed.
Reimbursements can take up to 3 weeks
GSA Co-Sponsorship Event Information Packet
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GSSW Event Planning Checklist
Planning an event is not always an easy task. There are many things you need to think about, not
least is starting your planning several months ahead of time. Many of us are great at generating
ideas and then struggle with the implementation. Make sure you are working with someone who
compliments the ideation with implementation. A poorly planned, last minute event is rarely
going to be as successful as you would like. This checklist is provided to assist you in thinking
about all the things you need to complete to run a successful event.
Action
Action Needed
(Yes/No)
Due Date
Responsible
Party
Action
Complete
2 months ahead of event
Decide on event date
- Check University and GSSW
events calendar (GSSW
Student Resource Portfolio has
a calendar) for competing
events
Book a room
- Email [email protected]
Determine title and event goals
(What is the goal/desired outcome of
this event?)
6 weeks ahead of event date
Determine your budget (remember
things like food, advertising, speaker
fees, parking permits, room rental [if
outside GSSW])
If you are seeking GSA or student
org sponsorship attend the next
available GSA meeting. Bring with
you:
- Event date and title
- Purpose
- Budget
- Rationale for co-sponsorship
request from GSA
- GSA co-sponsorship request
form
GSA Co-Sponsorship Event Information Packet
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Set date(s) for your planning
meeting(s), assign tasks
4-5 weeks ahead of time
Make sure you are on the GSA
agenda for the meeting closest to
one month from your event
Work with Dir. Student and Career
Devt to post your event on the
GSSW events calendar
Schedule speakers, entertainment,
arrange payments (hotel, airfare,
transportation)
Book any catering
Design printed materials
Invitations (remember date and time,
contact info, RSVP requests)
Programs, Packets, Evaluations etc
Arrange for printing of advertising
materials
2-3 weeks ahead of time
Advertise your event
- Print flyers and distribute
around GSSW (ensure they are
stamped)
- Ask [email protected] to
send your event announcement
to all gssw students (this
request must come in 3 weeks
ahead of your event) and to the
gssw events list
- Post on the “GSSW Current
Students” facebook group
- LCD screens
- Dry erase boards in the
classrooms
If you have not already done so,
submit room set-up requirements
(at least 2 weeks in advance)
GSA Co-Sponsorship Event Information Packet
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Arrange technology (at least 1 week
in advance)
Computer(s)/Laptop/Video camera
LCD Projector/Screen/Internet cable
Microphone requests
Extension cord(s)
Contact GSSW Tech Staff for support
[email protected] or
[email protected]
Arrange Parking (at least 5 days in
advance). Visitor Parking Permits can
be obtained at
https://www.parking.du.edu
1 week ahead of time
Update advertising – do a second
sweep/post/email
E-mail reminders to RSVP’d guests
(if you are having an RSVP)
Ensure you have all the supplies for
the event (dry erase, markers, GSSW
materials, name tags etc)
Double check all is set with catering
OR purchase the food if snacks that
can be kept (like chips etc)
Plan and purchase decorations (if
you are using any)
Day of event, 2-3 hours before
Pick up food (if catered and not
being delivered)
Install decorations
Make sure you have all your
supplies
Print directional signs
Outdoor signs at parking areas and
approaches, near frequently used
parking lots or main streets
GSA Co-Sponsorship Event Information Packet
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Indoor signs at entrances directing
guests
If you are checking people in
because of RSVPs make sure you
have your guest list printed and a
person assigned for the check in
table
At the start of the event be sure to
thank all sponsors that helped make
the event happen
Clean up after event
Pick up directional signs, return to
storage
Return GSSW items to kitchen, tech
office, etc.
Thank-you letters/notes if necessary
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Parking and Catering
Parking Information
Even if you don't arrange for event parking, it is nice to provide guests with the location of the
metered parking lots. The “Craig Hall Campus Map” can be used. You can adjust it to fit your
needs.
If you do plan to provide parking, you can arrange for event parking at the parking website
(www.du.edu/parking), where you can download the appropriate forms. Event passes are
cheaper than the "scratch and sniff" hanging tags we use for smaller events. (There is also a
form available that allows you to return up to 25% of the parking passes if they are unused.)
Caterers (less expensive, not an exhaustive list)
Jerusalem - 1890 E. Evans Ave, 303-777-8828 http://www.jerusalemrestaurant.com/
Illegal Pete’s - 744 East Evans Ave, 720- 974-2198
www.Illegalpetes.com
Jimmy Johns - 2075 S. University Blvd, 303-282-7300 www.jimmyjohns.com
Blackjack Pizza - 2075 S. University Blvd, 303-722-5222 www.blackjackpizza.com
Noodles - 1737 East Evans Ave, 303-722-1912 www.noodles.com
Rosa Linda’s - 2005 West 33rd Ave, 303-455-0608 http://www.rosalindasmexicancafe.com
Note: It is also possible to buy food from a grocery store for events.
GSA Co-Sponsorship Event Information Packet
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Advertising Your Event
Advertising is crucial to ensure your event is successful. Advertising done at the last minute, a
few days ahead of time, is not effective in getting folks to your event. Be sure you are beginning
your advertising 3 weeks ahead of the event. This means you have to have your flyers designed
and printed before that!
Bulletin Boards
Students can post their event flyers on the various bulletin boards in GSSW. All postings must be
approved by GSA and date stamped. Lisa Ingarfield in room 369 can stamp your flyers.
Student Kitchen – community events, jobs, volunteer opportunities
Right hand board by mailboxes – GSSW events
Left hand board by mailboxes – DU student resources
Second floor lounge – GSA and Student org events and sponsored events
You can also use the tack strips along the dry erase boards in classrooms and in plastic frames on
tables or walls. They may not be taped to painted surfaces or glass. All posting must be approved
by GSA and date stamped.
Calendar of GSSW Events
This calendar link can be found on the GSSW tab. To submit events to this calendar email the
Director of Student and Career Development, [email protected]
Email Announcements
Email announcements can be sent to Lisa Ingarfield and will then be forwarded on to the “gsswevents” listserv. Please note, however, that events need to be sent at least 5 days ahead of the
event date to me sent out to the events email listserv. The events email list is an opt in list, and so
only reaches a portion of current students and some alumni,
You can also request an event flyer be sent to all GSSW students. This is a popular email list and
one that all students are required to be subscribed to. It is solely for GSSW notifications, events,
and registration or field information. You must send your flyer to Lisa Ingarfield at least 3 weeks
ahead of time to ensure it can be scheduled to send out. Since this email list is under high
demand and students get overwhelmed with too many emails, email requests for event mailings
are scheduled ahead of time. To ensure there is room in the schedule to send your event 1-2
weeks ahead of your event date, you must send your request 3 weeks ahead of time.
LCD Screens
Remember that text heavy slides have little effectiveness. Folks won’t read them. Just include the
basics – date, time, title, if there is an RSVP etc.
● To post on the LCD screen in the lobby, create a PowerPoint slide and send it to Debbie
Jones, [email protected].
● To post on the LCD screen in the library create a PowerPoint slide and send it to Ryan
Garrett, [email protected].
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The information displayed on the GSSW LCD screens must apply directly to GSSW and cannot
be an event hosted by another DU graduate program.
Classroom Dry Erase Boards
You can also advertise your upcoming event by writing on the dry erase boards in each of the
classrooms. The side by the door is the space designated for these notes. Please do not take up
too much room so that other student notices can still be written in the remaining space.
Graduate Student Government
The main student government at DU for graduate students can also post your events to their
calendar and to their email list. Contact [email protected] on how to do this.
Clear Plastic Sign Holders
There are a number of clear plastic sign holders in GSSW, mostly freestanding on the various
tables. You can place your flyers in here. Be sure not to take out event flyers that have not yet
occurred. If there are old flyers in these signs, you can replace them with your event flyer. Make
sure you do a sweep of the signs the day after your event to remove them so others can use the
sign holders.
Driscoll Student Center postings
You can also post your event flyers around campus and in the student center. To do this, your
flyers must be stamped by the information desk in the Driscoll Student Center on the north side.
This is different than the GSA stamp required for GSSW building
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GSA Co-Sponsorship Event Information Packet
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