STUDENT ORGANIZATION – EVENT MEMO

TO: RODERICK MORRISON ()

STUDENT CONTACT:

TODAY’S DATE:

CC:

The Event Memo is required before an event may be held or event space secured. Please complete the relevant sections below and submit the Event Memo to Roderick Morrisonby email at least 3 weeks prior to the event. You can expect to hear from Student Life within a week.

  • Tabling and Bake/Food Sales:Complete section 1
  • Events with no funding requested: Completesections 1 and 2
  • Events with funding requested:Completesections 1, 2, and 3
  • Raffles:Complete sections 1 and 4

SECTION 1: EVENT DESCRIPTION

Name of Organization(s):

Title of Event:

Date(s):

Time(s):

Type of Event(check all that apply):

☐Tabling☐Raffle☐Panel☐Speaker☐Reception

☐Bake/Food Sale: type of food selling______☐Other:

Describe the event, including names/titles/alum status of special guests:

Anticipated Number of Attendees/Participants:

Location Requested: ☐None

☐Classroom☐2nd Floor Gallery☐Annex☐Other:

Location for tabling and bake/food sales:☐Court Level ☐Sullivan main entrance (outside)

Note: If weather restricts outside tabling, you can move to Court Level, if a table is available.

Special Set-up Request:☐None

Describe any special requests for set-up at the event location:

Note: Set-up for tabling and bake/food sales is1 table and 2 chairs in the selected location.

Technology Request (check all that apply):☐None☐Mic☐Podium

☐Video recording ☐Audio recording☐Sound system☐Other

Describe your technology needs (including number of microphones, podiums, etc.):

Parking Needs: ☐None☐Visitor parking required ($4.00/2 hours, per car)

Describe visitor parking needs (including number of parking passes and names of visitors):

Text for weekly Student Life Newsletter(event, date, time, brief description):

SECTION 2: BUDGET

Food served?☐Yes☐No

Describe in detail (include catering or other food to be served at the event):

Total cost for food: $

Alcohol Served?☐Yes☐No

Describe in detail(include costs of bartenders, security, and alcohol permit, if applicable):

Total cost for alcohol: $

Other Expenses?☐Yes☐No

Describe in detail (include costs for marketing, parking, printing, etc.):

Total cost for other expenses: $

Total event budget: $

SECTION 3: FUNDING REQUESTS

(Check all that apply)

☐ ADMISSIONS:

How does this event relate to the objectives of the admission office?

Contribution Request: $

Office use: ☐Approved in the amount of ______☐Denied

☐ ACCESS TO JUSTICE INSTITUTE:

How does this event relate to the objectives of ATJI?

Contribution Request: $

Office use: ☐Approved in the amount of ______☐Denied

☐ CENTER FOR PROFESSIONAL DEVELOPMENT:

How does this event relate to the objectives of CPD?

Contribution Request: $

Office use: ☐Approved in the amount of ______☐Denied

☐ DEANS OFFICE:

How does this event relate to the objectives of Seattle University School of Law?

Contribution Request: $

Office use: ☐Approved in the amount of ______☐Denied

☐ STUDENT BAR ASSOCIATION:

See the SBA Funding Guidelines for details:

Contribution Request: $

☐ OTHER FUNDING:

Any other sources of funding? If so, describe here.

Contact the Office of Advancement at efore soliciting funds from alumni or other individuals, foundations, law firms, corporations or other entities.

SECTION 4: RAFFLE APPLICATION

Faculty Advisor:

Date(s) of Raffle:

Estimated $ amount to be raised:

Raffle prizes and approximate value of each item (add rows or use a separate sheet to list more items):

Item: / Value:

All raffles, as a form of gambling, fall under the scope of the Washington State Gaming Commission (RCW 9.46 (Gambling) and raffles (WAC 230-11)).

  • The existence of the following three elements constitutes a gambling activity: (1) chance; (2) prize; (3) consideration (anything of value paid for the chance)
  • In the case of a raffle, a raffle ticket is sold at some value for a chance to win a prize.

Initial below:

______I understand the definition of gambling and how a raffle constitutes a form of gambling.

______I have notified our student organization’s faculty advisor of our intent to host a raffle.

______I understand the rules for hosting a raffle and my organization agrees to comply with all regulations (rules listed below).

RAFFLE GUIDELINES

Selling tickets: (WAC 230-11-014 thru 230-11-035):

  • Maximum price per ticket is $100.
  • Tickets must be consecutively numbered or printed with letters or symbols that don’t repeat.
  • No free tickets or tickets as gifts.
  • Tickets must be sold for the same price.
  • Tickets must only be sold by the organization’s members.
  • Members cannot be paid to sell tickets, unless they are an employee and have other duties.
  • Tickets must be paid for in full by cash, check, or credit card. No IOU’s.
  • Tickets cannot be sold over the Internet or telephone.
  • Tickets and/or payment for tickets cannot be mailed.
  • Individuals under 18 years of age may sell tickets, only if (WAC 230-06-010):
  • Your organization’s primary purpose is to develop youth; and
  • At least three members of your organization, age 18 or older, supervise the raffle; and
  • A member, 18 years or older, manages the raffle.

Rules of play (WAC 230-11-015):

Print rules on each ticket or on a handout:

  • Cost per chance ($100 maximum per ticket)
  • Date, time, and location of the drawing.
  • Name of the sponsoring organization.
  • Whether or not winners must be present for the drawing.
  • Description of all prizes to be awarded. If the prize is a percentage of raffle gross receipts, a minimum prize must be disclosed.

Advertising (RCW 9.46.240):

  • You can advertise over the Internet and telephone.
  • You can mail advertisements.

Purchasing tickets:

  • Individuals must be 18 years or older to purchase tickets.
  • Members may purchase tickets (WAC 230-11-006).

Prizes (WAC 230-11-065):

  • You must own prizes before they are awarded.
  • Liquor can be a prize at only members-only raffles.
  • Firearms can be prizes at only licensed raffles.
  • If the retail value of a prize is more than $40,000, or you will give away more than $300,000 in prizes during the year, you must get approval (WAC 230-11-067).

Determining winners:

Ticket stubs from all sales must be placed into a receptacle and selected randomly to allow an equal chance of winning (WAC 230-11-040).