CONFERENCE PACKET
OFFICE OF STUDENT DEVELOPMENT
&
CAMPUS ACTIVITIES
ESTABLISHED JULY 2013
1 CONFERENCES PROCESS
Directions:
An organization can attend a conference off-campus or host a conference on-campus. The
maximum amount a student organization is eligible for a conference is $5,000. The organization
must be active for two consecutive semesters prior to being eligible to request funding for a
conference. The organization can attend a domestic conference off-campus. For organizations
interested in hosting a conference at Pace University, the organization must reimburse 75% of
all proceeds back into the Student Activities Fee.
Conference Requirements:
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2.0 QPA
Full-time student with at least 12 credits or above
Graduate Students are NOT eligible
Conference Process:
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Submit a conference budget on orgsync and in the Office of Student Development and
Campus Activities prior to the deadline provided by the Budget Allocation Council.
Complete an Attendee Information Form and submit the form as an attachment to the
budget.
Once the budget is approved and all the attendees have been confirmed, complete a
waiver liability and a commitment form for each attendee.
Schedule a meeting with the Financial Coordinator four weeks prior to the conference to
confirm Registration, Hotel, and Transportation.
Submit the following paperwork upon return.
o Boarding Pass for both directions
o Booklet of the Event
o All original receipts
Complete Travel and Expense Reimbursement Form and attach necessary documents.
(If Necessary)
***Please Note: Student Activities Fee do not reimburse students for food purchases while
attending a conference. If reimbursements exceed the initial amount allocated by BAC, the
remaining reimbursement must be paid through the agency account. If the organization do not
have any funds in the agency account, then the Office of Student Development and Campus
Activities is not responsible for reimbursing student or students that attended the conference.
2 ATTENDEE INFORMATION FORM
LIST OF ATTENDEES:
***SHADED AREA IS FOR SDACA USE ONLY!
NAME
DATE
OF
BIRTH
U
NUMBER
PHONE
NUMBER
PACE EMAIL
ADDRESS
ENROLLMENT
QPA
CHECK
3 CONFERENCE COMMITMENT LETTER
I, ____________________, (Print Name) acknowledge that I was approved to attend a
conference funded by the Student Activities Fee of Pace University. I understand, if I am unable
to attend the event, I will notify the Financial Coordinator three weeks prior to the event. If I do
not notify the Financial Coordinator within three weeks, I am responsible for all booking fees
and must reimburse the total amount allocated back into to the Student Activities Fee Account.
In addition, I am aware that I am able to attend only ONE conference per academic year funded
by the student activities fee.
_______________________
___________
Signature Student Name
Date
4 To:
Pace University
One Pace Plaza
New York, New York 10038
I, _________________________ (Print Name)
currently resides at __________________________________________________.
In consideration of my being permitted to participate in the ______________________
in __________________________ currently scheduled for ________________. I
hereby agree to assume all the risks and responsibilities attendant to my participation in the
event and any activities, including transportation, undertaken as an adjunct thereto; and
further, for myself, my heirs and personal representatives, I hereby agree to defend, hold
harmless, indemnify and release forever, and forever discharge Pace and all its trustees, officers,
employees, and agents from and against any and all threatened and imposed claims, demands,
and actions or causes of action, on account of damage to personal property, or personal injury,
or death which may result from the my participation in the aforesaid participation and
transportation activities. I hereby authorize Pace, through and by its authorized agents, to
secure for me any necessary emergency medical treatment. By my signature, below, I hereby
certify that I have read and fully understand the terms of this Release, Consent, and Waiver.
__________________________________
Date
Participant Signature
______________________________________
Date
Parent or Guardian Signature (if Participant is under age 18)
Name and phone number to call in case of emergency:
Name
Telephone No.-Work
_________________
Telephone No.-Home
5