Do not borrow another school’s rule
An example policy from another chapter or campus can reveal a useful question, but it is not authorization for your event. Verify the applicable rules locally and document who confirmed them.
Clear answers
Questions worth settling early.
What should we check before paying a venue deposit?
Confirm event approval, the authorized payer and signer, the actual date and space, full fees, refundability, cancellation terms, accessibility needs, and any required insurance or staffing. Have the right officer review the written agreement.
Who may sign a venue or bus agreement?
That depends on your chapter, campus, and national-organization rules. Do not infer authority from someone’s planning role. Ask the relevant officers or advisors and keep the approval in the event record.
What belongs in a vendor comparison?
Use the same event brief for every vendor. Compare scope, availability, total price, taxes and fees, capacity, accessibility, cancellation, deposits, service limits, and a named contact.
What should the day-of run sheet include?
Include the timeline, addresses, provider and officer contacts, pickup points, expected counts, setup and end times, check-in ownership, escalation path, and contingency decisions. Share only the personal details each person needs.