- Pre-Event Planning Form
- Concessions Permit Request Form
- Assumption of Risk/Release Form
- Open Event Form
- CIRT Travel Information Form
- Study Abroad Online Application
- Incident Report Form
- Camps Application and Forms
- Vehicle Rental Forms
- SOFC Banking Forms
- Funding Requests
- Sandwich Board Permit Request Form
- Room Reservation Form
- Application Form for Office, Cubicle, or Storage Space
Pre-Event Planning Form
The Pre-Event Planning Form should be submitted at least ten (10) business days in advance of your event. This form is required when you are seeking resources from the university, and strongly suggested for events involving travel, retreats, or large events open to the public. It is also suggested for any event outside the scope of your experience. This form can be accessed and submitted through your organization’s profile on StuAct Online, or at http://studentactivities.tamu.edu/online/forms/preeventplanning/index.
Concessions Permit Request Form
Concessions permits are required if you plan to sell or distribute any items (apparel, food, tickets, etc.) on the Texas A&M University open campus. The permit request form must be received at least forty-eight (48) hours in advance of your event, and can be downloaded at http://studentactivities.tamu.edu/files/oap7_0.pdf.
Assumption of Risk/Release Form
Waiver forms are required for events involving minors and events involving travel more than 25 miles away from the university, and strongly suggested for events involving physical activity. The Department of Student Activities and the General Counsel of the university have developed a standard waiver form that you may adapt for your activities, which can be accessed at http://studentactivities.tamu.edu/files/riskrelease.pdf. You should retain copies of waiver forms for at least two (2) years following your event, and we encourage you to bring copies of participants' waiver forms during your activity in case you need their emergency medical information.
Open Event Form
Open Event Forms must be reviewed to form by the Director of Operations for the Memorial Student Center Complex (Room 103D, Rudder Tower) for any events on the Texas A&M campus that are open to the general public and expected to attract 150 or more attendees. This form can be reached at http://studentactivities.tamu.edu/files/openevent.pdf. For information about the MSCC relocation plans in hosting your large event on campus, please visit http://msclivingtradition.tamu.edu/Minutes/relocationguide.pdf.
CIRT Travel Information Form
If your organization is traveling 25 miles or more away from the university, you must submit information about your trip to the Critical Incident Response Team (CIRT). This form can be submitted electronically at http://studentactivities.tamu.edu/online/forms/cirt and must be received at least 48 hours in advance of your trip.
Study Abroad Online Application
If your organization is traveling internationally, you must submit the Study Abroad Online Application, available through http://studyabroad.tamu.edu/application.asp.
Incident Report Form
Incident Report Forms should be filled out within 48 hours of any incident involving an injury or affecting the health or safety of a participant in your program or event. This form, along with any witness statements, should be delivered to the Director of the Department of Student Activities. It is available at http://studentactivities.tamu.edu/files/IncidentReportForm.pdf.
Camps Application and Forms
The camps forms and online application are all available by links at http://studentactivities.tamu.edu/camps/forms. The camps application will be submitted online to the Department of Student Activities. Supplemental forms include the Background Screening Information, Background Check Form, Medical Letter, and Waiver.
Vehicle Rental Forms
The travel/vehicle rental forms are all located by links at http://studentactivities.tamu.edu/risk/forms. The paperwork to rent vans from the university includes the Acknowledgement of Rules/Policies, the Vehicle Rental Request Form, the Release and Application Information Form, the Recognition and Assumption of Risk Form, the Approval to Charge Form, and the Itemization of Charges Form.
SOFC Banking Forms
All standard banking forms for the Student Organization Finance Center are available through http://studentactivities.tamu.edu/sofc/forms. The forms linked on this page include: Approval to Charge – Travel, On-Campus Approval to Charge, Cash Advance, Check Request, Direct Deposit, Reconciliation Guide, Electronic Bank Transfer, Fiscal Transfer, SOFC Ledger, SS-4 Instructions, W9 Form, and Signature Request.
Funding Requests
The application form for Student Organization Funding is available at http://studentactivities.tamu.edu/files/sactfunding.pdf. The application form for Risk Initiative Funding is available at http://studentactivities.tamu.edu/files/OSF009_0.pdf. Descriptions of eligibility for these funds are provided in the “Finances” section of this manual and in detail on the SOFC area of the Student Activities web site.
Sandwich Board Permit Request Form
The request for permission to host a sandwich board display is available at http://studentactivities.tamu.edu/files/oap8.pdf. This form must be submitted at least one week prior to the first day of advertising.
Room Reservation Form
To reserve a meeting room in the Department of Student Activities in the Koldus building, please complete the form available at http://studentactivities.tamu.edu/files/RoomReservationFormDynamic.pdf and submit it to the office associates in Student Activities.
Application Form for Office, Cubicle, or Storage Space
To apply for office, cubicle, or storage space in the Department of Student Activities, please complete the form available at http://studentactivities.tamu.edu/files/cubicleapp08.pdf and submit it to the office associates in Student Activities.