CCAT Event Proposal Application
Please fill this form out for all event ideas which are to be hosted at or by CCAT. Events Include: Workshops, small & large events, non CCAT club meetings, anytime food will be served, or other activities and events which are not a CCAT Club meeting.

Information collected will be used to improve the CCAT event processes by

1. Insuring that events or activities are aligned with the CCAT Mission  
2. Allowing all CCAT Co-directors to have input for each event created
3. Setting a process to allow the proper amount of time for coordinating and promoting each event.


Notes & Tips- Please Read for a Successful Event!

***Event Dates Must Be 20 Days In Advance! The Clubs Office requires 15 days and CCAT may need a few days to gain approval from all 3 Co-Directors. (Proposals are due on the 15th of every month for the event or activity to take place the following month).

*Workshops with multiple dates are encouraged, as students have varying schedules & appreciate multiple opportunities. (Ex. one held on Mon at 11am and one held on Tuesday at 5pm of the same week).

*We recommend duplicating your workshop for both Fall and Spring Semester and picking your dates for both now.

*Large events like May Day, have multiple workshops and require individual event applications for each through orgsync and the Clubs Office). Please fill out CCAT Event Proposal Application for each.  Each activity or workshop has different risks and planning processes, this form helps us plan for each accordingly.

How event approval works with CCAT

1. Fill out CCAT Event Proposal Application.
2. CCAT External Branch Co-Director (Events & Outreach Branch) reviews your proposal.
3. CCAT Internal Branch CO-Director (Business & Management Branch) reviews your proposal.
4. CCAT Physical Branch Co-Director reviews your proposal.
5. Approval from CCAT Co-Directors confirmed.
6. Approved event sent to Events & Outreach Coordinator (still need final clubs approval).
7. Email or phone correspondence between Event Facilitator and Event & Outreach Coordinator to discuss final details.
8. Marketing created by Publicist or Event & Outreach Coordinator (Flyer, FB event page cover, & social media image).
9. Applications on orgsync and 25 live (A food application is also filled out if needed).
10. Final Approval by Clubs & Actives Office.
11. Meeting with Event and Outreach Branch to discuss details, assign responsibilities, start marketing (If Event & Outreach Branch is event facilitator this would be done in step #7).
12. Event is carried out.
13. Event evaluation and review completed within a week after event.


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Email *
Clear selection
Event Name *
Type of Event *
Required
Goal of Event *
Connection to CCAT Mission *
Estimated Attendance
Target Market (Audience) *
Required
Event Description *
Used for HSU Calendar, HSU event applications, and the event flyer
Campus or Community Partners
Event Date & Time  (First Pick) *
***Event Dates Must Be a minimum of 20 Days from today's date! The Clubs Office requires 15 days before event approval and CCAT may need a few days to gain approval from all 3 Co-Directors.
Event Date & Time  (Second Pick)
If you haven't discussed a date and time with a Co-Director or the Event Coordinator, please provide an alternative date for the event.
Facilitator Name *
Facilitator Email   *
Facilitator Contact Number  
What Space would you like to use? *
Required
Please provide venue set up instructions. (ex. I  need to make change to the classroom layout, this is what the event looks like outside, or we are working with food).   *
What resources do you need from CCAT? *
Required
Pre Event Logistics *
Please provide any details or instructions for setting up the event or workshop.  Please include special materials or process required for the workshop or event.
During the Event Logistics *
Please provide an agenda or a schedule of the event.  
After the Event Instructions
Dose the event require special instructions to follow at home after the event is over, or is any follow up need with participants?
Risk Assessment *
Please be detailed.
Marketing Information *
What additional information should be included on the flyer? Including images or phrases. Note: Limit of 2 flyer drafts for each event before the final flyer is approved.
Budget Proposal
Please provide a detailed cost breakdown for all supplies & other financial requirements.  Note: Not all budgets will be approved as CCAT is a NPO and has limited finical resources. Please attempt to conduct your event at zero to low cost budget, or work with the Co-directors to find a alternative funding for your event.
Will food or beverages be served? *
Please note that a food permit is required to serve food and drinks.
Add link to images for marketing materials.
Other Comments, Concerns, or Questions
(ex. How would you improve this form?)
A copy of your responses will be emailed to the address you provided.
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