Module 4: Events

D. Event Funding Request Forms

See Module 5: Funding, Fundraising, & Merchandise for more information.

SBA Funding Requests

• 2024-2025 Funding Request Form.

• Funding Activity Report Form

Conference Funding Requests

• Conference Funding Request

• For more information about Conference Funding, see the “Conference Funding” Section in Module 5.

Interdisciplinary Funding Requests

• Interdisciplinary Funding Request (3 or more colleges must host an event to be eligible) (more information in the “Funding” module)

E. Catering/Sodexo

Catering and Food for Policy for Events on Campus

• Creighton University contracts its food service through Sodexo Campus Services (also known as University Dining Services - UDS). All food and beverages provided for on-campus events must be purchased from University Dining Services.

• A space reservation acts as a clearance for a food event to take place and should be made prior to placing a catering order or requesting a catering waiver.

• The University recognizes the importance of food menus to the success of certain educational and culturally diverse programs. Therefore, in the following cases the sponsoring registered organization or university department MAY be eligible for a waiver of catering exclusivity:

  • Ethnic food banquets when UDS is not capable of providing authentic ethnic foods.

  • Fundraisers (only registered student organizations are eligible)

  • Promotional activities (only registered student organizations are eligible)

• Student Organizations may use Godfathers and Qdoba as food options because they have locations on campus.

• Additional policy information:

  • Food_Service_Exclusivity_Policy.pdf.

  • Catering Exclusivity Request Info.

• To submit exclusivity waiver, use the following CU Involved form: CU Involved Waiver of Catering Exclusivity Form.

• See more ordering information in “Ordering from Catering/Sodexo”

Ordering from Catering/Sodexo

Look at the catering menu. to see if there's anything that interests you for your upcoming event. I have also attached a FAQ document for your assistance. If you encounter any difficulties setting up your account, placing an order, or determining the quantities needed, please feel free to contact the Catering team at catering@creighton.edu or the contacts listed below. 

• The 2024-2025 Catering Director at Creighton University contact is Sharon Ondoro.  

• Phone: (573) 576-6854  

• Email: ondoro@sodexo.com.  

• Other Catering contacts can be found at: https://creighton.sodexomyway.com/contact.  

Create an Account

To get started, create a user account on the Flavours website. Once your account is set up, you can submit your catering request. Catering recommends submitting the request at least two (2) weeks prior to the event date to ensure effective planning, staffing, and food sourcing for your event.  

You can view and select from various menu options. online or request a custom menu. Custom menu requests may require consultation with the Chef or the Director, which may take a few days. Please note that the online system will automatically block orders one (1) week before the event date and on fully booked days. 

After you submit your original request, one of the catering coordinators will review it. 

Minimums: 

Please note that minimum order requirements apply when placing your order. For example, boxed lunches require a minimum order of twelve (12) per sandwich/salad type, while buffets usually require a minimum of twenty (20) servings. Kindly note these requirements when making your order. If your guest count does not meet the minimum, you can still order the food to meet the minimum and have a few extra servings. 

Catering Order Initial Review: 

You will receive a separate tracking message to confirm whether your catering request has been approved or requires modification. This message will include a link for you to view and submit any necessary changes (Click the “request changes” link). Please take the time to thoroughly review your contract, including the times, date, payment, etc. Your balance will be automatically charged to your payment method on file the day after your event.  

Linen Needs, Rentals and Florals: 

Catering will use house spandex to cover all food and beverage tables. For non-catering tables, such as guest rounds, cocktail tables, cabarets, check-in tables, etc., that need to be covered, catering can provide:  

• house linens in black or white for $4 per tablecloth (note that the tablecloths are not floor-length but drape in a diamond shape).  

• skirting at $15 per top and skirt (skirting is available in black or blue).  

• black spandex at $12 each.  

If you prefer a more specialty linen, such as different color spandex or specific linen, catering can order linen from a rental company. Rental pricing varies depending on your event’s needs. Similarly, catering can coordinate with a florist based on your budget for floral arrangements.  

Food & Beverage Tables: 

Catering works with Reservations to coordinate catering table needs for Skutt and Harper. If your event occurs in a building outside these, you are responsible for coordinating your table needs and making sure these are set up the day before your event for catering to set up. If there are other tables catering can use, such as an existing table, or if catering can use the classroom tables, please let catering know so they know where to set up your food/beverage. 

Secure Your Reservation: 

Even if you have not finalized your total guest count, catering recommends placing an order promptly to secure your reservation, as these are allocated on a first-come, first-served basis.  

If you have questions, contact catering via phone (402) 280-2446 or email catering@creighton.edu. 

You are allowed a 5-business-day window before your event to make adjustments to your contract without incurring any additional fees. Please be aware that changes made after this deadline may result in incurring a fee. When an event requires multiple changes to setup or additions to linens or other items, it can affect catering’s ability to fulfill services not only to that event but also to other scheduled events. 

F. Advertising Events (Omaha Posting & Advertising)

List Servs & News and Notes

Rules for Listserv (NOT ALLOWED WITHOUT SPECIAL PERMISSION)

• Advertisements (Student Orgs, Legal Organizations, outside marketing) are not allowed to email the 1L, 2L, 3L listservs. Communication of this nature should be through the News and Notes at newsandnotes@creighton.edu.

• Communication from bar prep companies (Themis, BARBRI, etc.) and students working with the companies will be allowed to send out communication through News and Notes.  

• If the advertisements, after being advised of the proper channels to send communication, violates that request, their name or organization will be removed from the list of approved tabling kept in the Library for one academic school year.

• No student, apart from the SBA President, is allowed to email 1L, 2L, 3L listservs directly – if a tutor or RA for a professor wishes to email students, they must have that professor send communication through Blueline. No exceptions. Emails from the SBA President must pertain to SBA business only. 

• The approvers of the listserv will be the law school administration.

• Questions can be directed to the executive assistant of the Administrative Suite. 

Rules for News and Notes

• Advertisements will remain on the News and Notes for 2 weeks, however if the date for the event has passed it will be removed.   

• Post-dated emails will not be added to News and Notes.  For example, please do not send an announcement and say to “hold the note until” a specific future date.  Once the note is received, it will go into the next News and Notes advertisement. Please only send the post when you need it to run.        

• Send the announcement exactly how you would like it placed in News and Notes. This includes any headline for the note as well. 

• Attachments will not be included. Please create a link to any attachment within your note. 

• Only notes sent to the News and Notes email will be included.  Do not email a staff members’ personal email address with a News and Notes update. 

• The News and Notes email to use is   NewsandNotes@creighton.edu

• News and Notes goes out Tuesdays and Thursdays.  Anything sent Friday – Monday will go into Tuesday’s update.  Anything sent Wednesday will go into Thursday’s update.  

Event Flyers & Posters

Where can I hang flyers?

• In the law school:

  • The two (2) first-floor student organization boards are next to the law school entrances and on the second-floor board in the main hallway between the Commons and Administrative suite. All flyers posted on these boards must be approved (i.e., stamped with approval stamp) by the Law School receptionist, Kelli Bartness.

  • Student organization boards, which are designated at the beginning of the year. Flyers posted on an individual student organization board do not need an approval stamp.

• Around campus: Skutt Student Center (Second floor near pool table), Kiewit Fitness Center (2 Boards), Brandeis (1 board outside of dining area), Creighton Hall, and the Library (1 Board near bathrooms in common area). 

• Map of posting areas around campus: Campus_Posting_Map__On-Campus_Posting_Policy_and_Procedures.

What information needs to be on my flyer? 

• Date, Location, Time, and contact information. You are responsible for hanging them up and taking them down. Please include them in your CU Involved Event so they can be approved by the SLIC before printing them. 

How do I hang a big poster in Skutt? 

• Stop by the SLIC to reserve railing space for up to two weeks in Skutt. 

Can I put flyers on tables? 

• NO! You may reserve table tent space in Skutt and the KFC with the SLIC. Stop by SLIC’s office to reserve table tent space for up to two weeks. 

 Can I hang posters on random walls or bathroom stalls? 

• NO! If SLIC, Law School Admin, or SBA finds your posters in locations that are not allowed, they will be taken down and your organization will receive a verbal warning. Three occasions of improper advertising will result in disciplinary action. 

Can I put advertisements on Campus TVs? 

• Yes! Email LaurenFischer@creighton.edu.

G. Event Guests/Speaker Parking

·      To improve event guests' experiences, you can offer them a temporary parking pass for the top-level lot of the 20th Street and Cass parking garage. Event guests/speakers can receive a visitor parking pass provided by the Law School administration.

·      Email Law School Administrative Assistant, Kelli Bartness kellibartness@creighton.edu for assistance in obtaining the pass.

H. Showing Movies on Campus

COPYRIGHT LAW: What You Need to Know Before Showing Movies on Campus 

What is a “Public Performance?”

• For movies, a “public performance” takes place anytime a movie is shown outside of a home.

What Does the Law Say?

• The rental, purchase, or download of a movie, as well as access to a streaming subscription, does not grant the right to exhibit it publicly outside the home unless the screening is properly licensed.

• This legal copyright compliance requirement applies to everyone, regardless of whether admission is charged, whether the institution is commercial or nonprofit, or whether a federal, state, or local agency is involved. Colleges and universities must properly license movies to show them publicly.

• Movie studios own the copyrights to the movies they produce, and their agents are the only parties authorized to license sites like colleges and universities. Copyrighted movies borrowed from other sources, such as public libraries, college libraries, or personal collections, cannot be used legally for showings without proper licensing.

Why Should I Obey Copyright Law?

• Violating copyright law through unauthorized use of a movie:

  • Could result in expensive fines and negative publicity.

  • Prevents those who worked hard on a film from receiving just compensation.

  • Essentially steals motivation to create from authors, computer programmers, playwrights, musicians, inventors, movie producers and more.

Frequently Asked Questions

Do I need a license if I’m showing the movie for educational purposes?

• Yes! You need a license unless you meet all the educational exemption requirements noted. 

Do we need a license even if we do not charge admission?

• Yes! A license is required for all public performances regardless of whether admission is charged.

 What if a DVD, streaming, or equipment supplier says it is okay to exhibit a movie?

• These suppliers rent and sell movies for “Home Use Only” and cannot provide legal permission for use outside the home. You can only obtain licensing directly from a licensor (such as Swank Motion Pictures, Inc.), not from a third party.

Who is responsible if a movie is shown without a license?

• The management of the venue or premises where the movie is shown bears the ultimate responsibility and consequences of copyright infringement. However, anyone involved with the public performance of copyrighted material could be implicated.

l own the movie. Do I still need a license to show it outside my home?

• Yes! The rental, purchase, lending, or download of a movie does not provide the right to exhibit it publicly outside the home, unless the screening is properly licensed. This includes streaming.

I want to show a movie that’s been out on DVD for many years. Do I still need a license?

• Yes! Copyright pertains to all movies regardless of the year it was produced.

If I purchased a license to show a movie, can I show that movie whenever I want?

• No. Licenses are for a specific, designated time frame mutually agreed upon by the licensee and Swank Motion Pictures.

A small group is having an informal gathering in our facility. Do we still need a license?

• Yes! A license needs to be obtained regardless of the number of people attending the screening if the movie is being shown outside the home.

I. Outdoor Fire Pits on Campus

1.     Request use of fire pits through SLIC at least 2 weeks before your event. Email slic@creighton.edu with the following information:

a.     Name of group requesting fire pits

b.     Name and description of event

c.     Date of the event

d.     Location of the event (see Appendix E: Outdoor Fire Pit Map for approved locations)

e.     Time of the event

f.      Number of fire pits being requested

g.     Point of contact at the event (first and last name) and phone number

2.     Ensure you’ve specified # of fire pits requested in 25Live as well. Make sure you discuss location and catering here, too!

3.     Complete Fire Extinguisher Training

a.     Training needs to occur annually and will be sent in your confirmation email.

b. Note that if this training does not occur, neither will your event.

c.     Interested in a live training? Reach out to johnbaxter@creighton.edu for more info!

Items your group will be responsible for providing or reserving:

• Proper Seating

• Firewood

• Lighter

• Fire starter (if applicable, not lighter fluid though)

• Buckets to extinguish fire at end of the night 

• Personal device for music (if not using the CSU speaker)

• Extra lighting if space requires it

• Extension cord(s)

The Student Leadership & Involvement Center will provide:

• Fire pits (up to 8 portable fire fits)

• Fire poker(s)

 Facilities/Central Reservations will provide (upon request for an additional cost):

• Fire extinguishers

• Concrete board - to set the fire pit on

• Water source

• Metal trash cans

*Facilities will provide the requested items at the specified setup time. Your set-up time should be at least ½ an hour before your event begins.

*Minimum fee of $105 (dependent on number of items needed) for supplies requested from Facilities.

Safety Protocols

• Make sure you have a fire safety protocol in place in case you need to use a fire extinguisher!  

• WEATHER ALERT: Fire pits are subject to Omaha weather (burn bans, high winds, freezing temperatures, etc.) You’ll be notified if your event needs to be rescheduled because of weather concerns. Note that fire pits will not be in use Dec. 1 – March 31 because of temperatures, and all other dates are subject to weather conditions.

• After you’ve been approved to use one (1) or more fire pits for your event, you’ll need to read below for mandatory procedures when using an open flame/fire pit on campus grounds. Failure to follow these fire safety practices can lead to serious injuries and property damage! All incidents must be reported immediately to Public Safety at 402-280-2911.

• Fire is defined as combustion or burning, in which substances combine chemically with oxygen from the air and typically give out bright light, heat, and smoke.  

• REQUIRED: The individual who took the Fire Extinguisher Training must remain on site for the duration of the event.

• All fires must follow the City of Omaha Fire Department regulations: Omaha Fire Safety information. Students should refer to the Student Handbook for additional regulations regarding fire use in residence halls. Any violations of these regulations can result in immediate termination of the event by University officials.

  • Only fire pits provided by the SLIC are allowed. The containment screen must be used and firmly affixed to the container over any lit flame.  

  • Portable fire pits must be placed on concrete, or on concrete boards when on grass. Fire pits can only be located on level sites within designated areas on the outdoor campus map on the Centralized Reservations website. See Appendix E: Outdoor Fire Pit Map below.

  • Portable fire pits must be at least 15 feet from any combustible structure. This includes decks, overhangs, awnings, tents, and any part of a tree, including overhead branches.

  • Portable fire pits must be at least 6 feet away from sidewalks or walking paths.

  • Only a commercial fire starter product may be used (see photos below for examples). Do not use lighter fluid to start a fire. Never spray an active fire with flammable liquid or any other accelerant.

  • The fire must remain contained within the fire unit and cannot be so large or high that the flames regularly come out of the containment screen or extend more than 2 feet above the fire unit. 

  • A portable fire pit must be constantly attended until the fire is extinguished. The designated on-site person must ensure the fire is completely saturated and materials inside the fire pit are cool to the touch. This may take several smaller applications of water. After cooling, all ashes and partially burned wood must be placed in the metal trash can supplied. The trash cans must be placed in the designated area on concrete. 

  • Once cooled, concrete boards must be removed from the grass surface and placed on their sides in the designated area where they were placed for you. Public Safety will retrieve the extinguishers and confirm that the fire is extinguished, and the metal trash cans are cool to the touch. If there is heat coming from the metal can, they will douse the ashes again with water. Facilities Management will pick up remaining materials for proper disposal.

  • CANCELLATION: Authorization to use fire pits at an event can be cancelled by Public Safety based on weather conditions. A Red Flag warning, or other conditions within a 12-hour window of the event, could result in the event being cancelled or re-scheduled. Monitor current conditions on the National Weather Service website. If possible, Public Safety will notify the event contact at least 4 hours prior to cancelling or re-scheduling a planned event.

J. Tracking Event Attendance on CU Involved

Tracking attendance is important for the SLIC to export and understand data on our clubs and organizations. At events that are not general club meetings or exec meetings SLIC asks, that attendance is tracked on CU Involved. There are two ways to track attendance. The first is with a card swiper (video linked here), and the second is by typing or pasting emails into the text box (video linked here). 

To Track Attendance with Attendance URL or QR Code

1. Log into CU Involved.

2. Click on the three lines in the left corner

3. Find Club icon, and then click settings

4. Click Events

5. Find the Event you are looking to track attendance for 

6. Scroll down to the “Event Attendance” section

7. Click the blue “Copy URL” button or “View QR Code” option

a. Any CU Involved user who visits the URL within 72 hours after the event ends will be marked as "Attended" for the event.

b. The QR code provides a direct link to your attendance URL and can be added to presentations or other media. 

To Track Attendance with Event Pass

1. Download Campus Labs Event Check-in App via App Store or Google Play

2. Enter an event access code.

a. To locate the code, log into CU Involved.

b. Click on the three lines in the left corner

c. Find Club icon, and then click settings

d. Click Events

e. Find the Event you are looking to track attendance for 

f. Scroll down to “Event Attendance” section

g. Find the Access Code listed in the middle of the Event Attendance section

3. Tap Start Session, and sign in using your BLUE login information

4. Tap Start Scanning

a. If your phone asks for permission to use your camera, choose “yes” because it will need the camera in order to scan event passes.

b. Position the edges of the box over the edges of an attendee’s Event Pass.

c. Tap Check In to confirm the user and click OK to continue scanning.

5. If you come across an attendee without a mobile pass, tap No Pass? below the scanning area or select Lookup

a. Search for the attendee by name or email and when you find the right person, tap their name to confirm their check-in.

b. If searching by email, you will need to enter the complete NETID email address of the user to locate them.

c. If the attendee is not in the system, you can add them by email if you click the plus sign in the top right of the screen, type in their email address, and submit.

6. When you’re done tracking attendance, there are no additional steps required. You can close the app and all of your attendance information will be saved. While not required, you can end your check-in session if you tap on your profile picture in the top left of the screen, then select End Session.

To Track Attendance with Card Swiper from SLIC

1. Email SLIC@creighton.edu, call 402-280-1715, or visit upper SLIC Skutt 205 to rent a card swiper the day of your event

2. Log into CU Involved.

3. Click on the three lines in the left corner

4. Find Club icon, and then click settings

5. Click Events

6. Find the Event you are looking to track attendance for 

7. Click Track Attendance

8. Click the Swipe Page Link

9. Click Submit on next page 

10. ensure your cursor is in the box and swipe away

11. Return the card swiper to the Upper SLIC

To Track Attendance Manually

1. Log into CU Involved.

1. Click on the three lines in the left corner

2. Find Club icon, and then click settings

3. Click Events

4. Find the Event you are looking to track attendance for 

5. Click Track Attendance

6. Click the blue “+ Add Attendance” button in the top right corner 

7. Attendees can be added by selecting one of the following options:

   1. Type up to 500 NetID@creighton.edu in the text box (note that you can copy these from an excel sheet, google form, text message, notes app, etc.)

1. Click Invitations (left option)

2. Clicking Text Entry (middle option) 

3. Clicking file upload (right option)

8. Ensure the status is attended 

9. Click “Back to Track Attendance” arrow to save

K. Additional Resources on Managing CU Involved Pages (Engage/Campus Labs Platform Walkthroughs)

• https://engagesupport.campuslabs.com/hc/en-us/categories/200246814-Using-Engage