Memorandum Circular No. 001-2025

Guidelines for Student Organization Event Approval

TO: All Student Organizations
FROM: John Dela Cruz, Vice President
DATE: January 10, 2025
SUBJECT: Updated Guidelines for Event Approval Process

Purpose

This memorandum establishes updated guidelines and procedures for student organizations seeking approval for events, activities, and programs to ensure proper coordination and support.

New Approval Process

1. Pre-Event Planning (30 days before event)

• Submit Event Proposal Form to the Student Government Office
• Include detailed event plan, budget, and risk assessment
• Specify required resources and support from Student Government

2. Review and Evaluation (15 days processing)

• Student Government Executive Committee reviews proposal
• Coordination with College Administration if required
• Feedback and recommendations provided to organization

3. Final Approval (7 days before event)

• Submit final event details and confirmed arrangements
• Receive official approval letter and support commitments
• Conduct final coordination meeting with SG representatives

Required Documentation

1. Event Proposal Form - Complete details of the proposed event
2. Budget Breakdown - Detailed financial plan and funding sources
3. Risk Assessment - Identification of potential risks and mitigation measures
4. Venue Confirmation - Proof of venue booking or reservation
5. Insurance Coverage - Evidence of appropriate insurance for the event

Support Available

The Student Government can provide:

• Financial assistance (subject to budget availability)
• Promotional support through official channels
• Coordination with college administration
• Technical equipment and logistics support
• Security and safety coordination

Timeline Requirements

• Major Events (>100 participants): 30 days advance notice
• Regular Activities (50-100 participants): 15 days advance notice
• Small Gatherings (<50 participants): 7 days advance notice

Contact Information

For questions or assistance with the approval process:

• Email: events@cac-sg.edu
• Office Hours: Monday-Friday, 9:00 AM - 5:00 PM
• Emergency Contact: +63 912 345 6790

Effectivity

These guidelines take effect immediately and supersede all previous event approval procedures.

JOHN DELA CRUZ
Vice President, CAC Student Government