RE: Off-Campus Events

The Office of Student Services has received several inquiries regarding student organization sponsored off-campus events. The College has a responsibility to protect the safety of our students when the student organization or College name and student funds are being used for off-campus events. Therefore, any student organization wishing to hold an off-campus event MUST provide the Office of Student Services with the following BEFORE you enter into any agreement:

1) A copy of the facilities certificate of occupancy.

2) A letter from those in charge of the facility or the NYC Fire Department indicating that the facility is in full compliance with all fire codes.

3) If alcoholic beverages are to be served, a copy of the facilities liquor license must be submitted. If the facility does not have a license, a New York State temporary wine and beer permit needs to be obtained and a copy provided.

4) A letter from those in charge of the facility which describes, in detail, the security they will provide for your function.

5) A Hunter College Student Event Information Form signed by the respective student government. A draft of a flyer publicizing this event must be attached.

6) All contacts, including the names of both parties, must be submitted.

Once all of the above items are submitted, I will provide the student organization president with a financial reconciliation form. It should be noted that all money collected must be deposited in the organization's account and the reconciliation handled in the same way that it is done for all on-campus events.

Via this memo, I am asking student government not to sign the Student Event Information Form until you have seen the aforementioned items. Additionally, I am requesting that the College Association Office not approve any payment for an off-campus facility unless they have received a copy of the financial reconciliation form for the event in question. I am further requesting that the Hunter College Business Office not generate a check for an off-campus facility unless they have on file a financial reconciliation form for the event.

I will not provide a financial reconciliation form to any group unless all of the aforementioned items have been submitted. Individuals using unauthorized off-campus facilities are in violation of College rules and the matter will be handled accordingly. Additionally, these individuals will be held personally responsible for all debts incurred.

If you have any questions, please feel free to contact me.