The Dean of Students Office has revised and updated the procedures for RSOs wanting to host events with alcohol. The new procedures are effective January 1, 2018.
If your RSO would like to host an event with alcohol, you must:
Resource: Third Party Agreement. You will need to use the Third Party Agreement when completing the Event with Alcohol Registration Form if you are having a third party vendor.
Independent RSOs are required to have an external bank/credit union account for all funds including those granted by the student fee board through Program/Opportunity Funds as well as self-generated funds such as membership dues and fundraisers.
This information is provided for general information purposes of student organizations and is not to be considered tax advice given by the University or its employees. All independent RSOs and accounts independent of Illinois State University under their own FEIN should rely upon tax advice provided by their own independent tax advisors. For more information, visit the IRS website for charitable and other nonprofit organizations.
In order to protect the classroom learning environment, Illinois State has developed an amplification policy for outdoor events and activities. Please refer to the policy when planning your event.
All food served in the Bone Student Center and Alumni Center must be provided by Campus Dining Catering. There is a special menu available for RSOs. Orders must be placed a minimum of two weeks prior to the event.
Food from outside vendors (ie: any vendor, person, RSO providing food other than through Campus Dining Catering) that is to be served at a campus event must have a Temporary Food Event Permit from Environmental Health and Safety. (This includes bake sales.) This should be completed at least five days prior to the event.
To legally screen a film for an event or larger audience, you must obtain permission in the form of a public license (fee based) or receive a written waiver from the film's producers (which is typically only granted by smaller independent filmmakers). For more information, visit Colleges.swankmp.com/Understanding-Copyright. Licensing companies include:
As a community, we are committed to providing a safe and secure environment for minors involved in University sponsored events, so the Academic Senate recently passed a Protection of Minors policy. The policy will go into effect on January 1, 2018.
*The Policy does not apply to programs or events where supervision is provided by parents/legal guardians of the minors. It also does not apply to minors enrolled here as undergraduate students, or to prospective students visiting us, who are protected by other University policies.
The Policy applies to all Illinois State University employees, public volunteers, and/or organizations who wish to participate in programs serving minors. All University sponsored programs/activities involving direct contact with minors must register with the Minors Activity Compliance Committee (MACC) no less than 60 days prior to the start of the program. For more information for Sponsored RSOs, visit the Environmental Health and Safety website.
Outside groups contracting to use University property must agree to conduct criminal background and national sex offender registry checks and provide mandated crime reporter training for individuals within that group who will have direct contact with minors. For more information for Independent RSOs, visit the Environmental Health and Safety website.
All student organizations must apply for a license through McLean County in order to conduct a raffle.
Registered Student Organizations have access to a limited number of University vehicles through Fleet Services. Sports Clubs must follow the procedures established with Campus Recreation. All other organizations must adhere to the following procedure for requesting vehicles:
For complete Fleet Services policies, visit University Vehicle Usage. For questions regarding pricing quotes and reservation processes, please contact Transportation Services, at