SBA Sub-Orgs: Hosting Events
Plan your next event with confidence!
Everything SBA sub-organizations need to know about event registration, alcohol policies, contracts, funding, and approvals!
Create an Event
Events hosted by SBA sub-organizations should be submitted through RevConnect for review under the applicable university and GW Law processes.
- Develop your event plan. Identify the event name, purpose, audience, date, time, location, anticipated attendance, and estimated budget.
- Confirm space and logistics. Check availability and any venue-specific requirements before promoting a final location.
- Create the event in RevConnect. Sign in, select your organization, create the event, and complete the event form accurately.
- Disclose special requirements. Indicate whether alcohol, external vendors, contracts, payments, or other special arrangements are involved.
- Watch for review and approval. Respond to requests for additional information. Do not treat submission as final approval.
Submit your event in RevConnect
Funding, Purchases & Payments
Planning an event or need to make a purchase using your SBA-allocated funds? SBA sub-organizations can submit payment requests directly through the Accounting Book in RevConnect!
Whenever possible, please submit purchase requests at least 1–2 weeks before the items or services are needed to allow sufficient time for review, approval, and processing.
Events with Alcohol
Organizations planning to serve alcohol must follow the university's full alcohol policy and complete the required training before their event. The following is a quick-reference summary, not a substitute for the policy. Please note: Event approval is not automatic. Organizations should not advertise alcohol service as confirmed until the relevant approvals have been obtained.
Complete Events with Alcohol Training
Review the University Alcohol Policy
Before the Event
- Create the event in RevConnect and answer the alcohol-related questions.
- Designate a Risk Manager (RM) for each event.
- Ensure the designated RM completes the Events with Alcohol training module.
- Confirm the venue, service arrangements, and required sober monitors.
- Submit the event for review at least two weeks before the event.
During the Event
- Use a drink-ticket system or cash bar only.
- Alcohol must be served by a licensed venue and/or bartender.
- For graduate events, provide at least 1 sober monitor per 50 attendees under the policy guidance shared.
- Provide free food and nonalcoholic beverages.
- Follow permitted alcohol service times and all other university rules.
Contracts & Agreement Signing
Planning to hire a DJ, photographer, speaker, caterer, entertainer, or book an off-campus venue for your next event?
Do not sign on behalf of GW. Student organization officers should not independently execute agreements that bind the university. Route proposed contracts through the appropriate university review and authorized-signature process.
- Request documentation. Ask the vendor for a proposed contract, scope of services, price, date, cancellation terms, and any deposit requirements.
- Share it before agreeing. Send the draft to the Dean of Students Office for guidance on contract review and purchasing.
- Allow review time. The university may require additional forms, vendor information, purchasing documentation, or revisions.
- Wait for authorized execution. Do not sign, pay a deposit, or promise that the university will pay until the necessary approvals are in place.
- Keep records. Retain the finalized agreement and related payment documentation for the organization's records.