Forms, Guides & Manuals

When planning events on campus, it is important to be familiar with campus rules, policies, and procedures. This guide is meant as a resource for all student organizations, their leaders, and advisors to ensure the success of their organizations and events.

This resource is updated and organized by the Harre Union and Student Activities staff. If you have questions about any of the details, policies, or procedures listed within this guide, please contact the Coordinator of Student Activities, Anthony Ceja, at anthony.ceja@valpo.edu or 219.464.6710.

Student Activities Forms

 

Campus Information

Event Planning

Publicity

Policies

  • Contracts
  • Dining Services – Catering
  • Dining Services Food Release (must get from the Dining Office): Parkhurst Dining is the sole provider of food services for Valparaiso University and is provided with the right
    of the first refusal of any catered event. This release form is intended for food items that are donated to internal functions. If your organization is having food items donated for their event please be sure to obtain this form and the necessary approval. This form is to be submitted by the Valparaiso University department or sponsoring organization, and must be approved two weeks prior to the event. Please allow time for donation agreements and event consultation with the Catering Department to take place prior to approval.
  • Emergency Procedures
  • Film/Movie Viewing: Organizations or those wishing to show copyrighted visual materials, such as films, cannot confirm reserved space or advertise any event in which the film is to be shown until a copy of the licensing agreement obtained by the organization has been provided to the Union Administration and Student Activities offices.  Failure to do so will result in suspension of an organization’s privilege to reserve space on-campus for a period of time.  For more information on the university’s copyright policy please visit this link, and for more information on understanding copyright laws please visit this link.
  • General University Policies
  • Liability Waivers: Liability waivers should be signed for all events that include any activity that has inherent hazards or where someone could be injured. Please download this liability waiver and have all participants sign it before participating in said activity. Additionally, please keep these liability waivers in a safe place for seven years.
  • Procedure for Pre-Approving Student Org. Purchases Made With a VU-Issued Credit Card
  •  Student Life – for Co-curricular and Student Organization travel. Student travel that is sponsored by student organizations requires the approval of the Center for Student Involvement by completing the myValpo event registration form. Such travel must also adhere to current policies and procedures for student organizations.

 

For information regarding Student Senate policies, forms, and contacts, please see their website. valpo.edu/student-senate.

Presentations:

The Office of Information Technology (IT) provides online presentations that can assist Student Organizations with a wide variety of topics including; productivity, leadership, management, communication, social media, promotion, and networking. Please visit the list of Lynda courses here.

Are you interested in hosting a charity/fundraiser run or walk? Please connect with Anthony Ceja, Coordinator of Student Activities, if interested in hosting a fundraiser or awareness run/walk event on Valparaiso Universities campus. Below are all the necessary steps to get a walk/run event approved on-campus. Please note that all walk/run events should be tied to an awareness-raising issue and if a registration fee is required there should be a fundraising element.

Step 1: Reserve your space. If you are hoping to use the Chapel turnaround space please work with the Chapel staff to reserve this area.

Step 2: Fill out the  “New Event Registration Form”   (you will need to attach a map of the proposed route)

Step 3: Meet with or receive confirmation from the Coordinator of Student Activities, Anthony Ceja.

Step 4: Meet with the Assistant Chief of Police (Valparaiso University Police Department)

Step 5: Meet with Event Advisement Team for final overlook of event at least one week prior to event date – Email Mary Akers, mary.akers1@valpo.edu to request a meeting.