Useful information for your next event
Student Activities and Organizations has created this web page so that you and your
organization can easily familiarize yourselves with policies that relate to student
organizations and locate forms that your organization might need. Please note that
these are not all of the policies, handbooks, and forms for the campus; they are only
the forms and policies most requested in our office. It may sometimes be necessary
to consult the University Catalog or other administrative offices for additional information and guidance.
Policies
General Forms and Policies
- General Policies for Student Organizations at ETSU
- Guidelines for Campus Displays and Advertisement
- Student Organization Handbook
- Access to University Property Policy
- Reservation Policies Specific to Students/Student Organizations
Forms and Policies for Presidents and Advisors
- Organization Roster Template
- Student Organization Advisor Manual
- Crime Statistic Report Form
- Your Role as a Campus Security Authority (CSA)
- EHS Training Module for CSAs - Login
- Recognizing and Helping Distressed Students-- A checklist of signs and symptoms
- Student Organization Advisor Overview Video-- A 6-minute overview of what to expect as a student organization advisor at ETSU.
Fundraising
- Financial Solicitation and Acceptance of Gifts Policy
- University Advancement Solicitation Fundraising Request Form
(To solicit business or alumni donors) - General Fundraising Policy for Student Organizations at ETSU
Advertising
Regarding activities off-campus: We ask that student groups observe on-campus guidelines.
Guidelines for campus displays and advertisements
NEW POLICY as of Jan. 1, 2024
- To include an event announcement in the universities Tuesday Weekly Update and Events email to all students and/or faculty/staff, you must create a Campus Life Calendar event. See complete instructions and options HERE.
- An effort is made to only send one Buc-Hub event message per day. Requests are scheduled
on a first come, first served basis. To send an announcement through the Buc-Hub to
all student organizations, please email the complete announcement as you wish for
it to appear (including any graphic images to be used) to wardence1@etsu.edu
- Check out, follow, and tag our social media pages to help advertise your organization and/or events.
Temporary Signage (Yard Signs)
NOTE: Signs will not be approved for use beyond the first 2 weeks of each semester.
For A-Frame display in the Culp Center please reach out to Carter Warden (wardence1@etsu.edu) or Vikki Hise (hisevs@etsu.edu) for approval. ALL A-FRAMES NOT APPROVED ARE SUBJECT TO REMOVAL A-frame (sandwich board) Requests
Events
Reserving Space & Supplies
- Reserve Space on Campus
- Event Planning Checklist for Student Organizations
- Culp Center Reservation Forms
- Basler Center for Physical Activity (CPA) Reservation Form
- Meeting Spaces List
- Tent Reservations
- Popcorn Machine Reservations
- Walkie Talkie Reservations
- Stanchion Reservations
Event Policies and Managing Risks
- VIDEO TRAINING--Risk Management for Events with Alcohol
- Policies& Procedures for Events with Alcohol
- Register a Student Organization Event with Alcohol (Online Form--Risk Management Assurance for Events with Alcohol)
- Alcohol Vendor Statement of Responsibility
- Participation Information & Liability Waiver--Example
- Emergency Contact Form--Example
Football
Organizations
Food Trucks
Food trucks must be hosted on campus by a student organization or campus department.
Food Trucks
Step 1: Complete the City of Johnson City Mobile Food Vendor Permit
Step 2: Submit permit and required documents below using this form. Required documents:
- Most recent health inspection*
- License to do business in Johnson City**
- $1,000,000 Liability Insurance***
- Completed and signed vendor statement of responsibility
Food Truck Submission Tips:
*Health inspection must have a passing grade and no more than 2 years old
**City of Johnson City mobile food vendor permit
***Copy of your current certificate of insurance, these typically expire annually
Other types of vendors:
Tabling Food Vendor (canned goods, spices, etc.)
- Permit/recognition from the TN Department of Agriculture where applicable
- $1,000,000 Liability Insurance
- Completed and signed vendor statement of responsibility
Produce Stands
- $1,000,000 Liability Insurance
- Completed and signed vendor statement of responsibility
Craft Sellers
- Completed and signed vendor statement of responsibility