Do I need to submit an event proposal?

Graduate Student Organizations hosting events are required to submit an event proposal, even if no funding is requested. This ensures proper coordination and prevents scheduling conflicts by maintaining an updated record of all activities.

Event Timeline

20+ Days Before
Submit your event proposal to GSA for approval.

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After Approval
Book a room, order food, and plan logistics.

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10+ Days Before
Create and submit your flyer for approval.
Wait for approval before promoting.

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After the Event
Submit receipts and reimbursement form to the GSA Treasurer.
Deadline: last day of classes.

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Check the Event Guidelines below for forms, contacts, and detailed steps.

Event Guidelines

Event Approval

Event proposals must be submitted at least 20 days before the event for GSA approval. Proposals require an e-signature from either the GSA VP for Other Grad Organizations or the GSA VP. 

You may submit the event proposal here.  You can only access this form if you are a leader within a graduate organization.

​If you cannot access this, please contact the GSA VP for Grad Organizations or the GSA VP, who can be found here. Events may not be hosted without prior approval.
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Before submitting your event proposal, make sure you have:

• A name and brief description of the event
• At least two possible dates and times
• A tentative location
• An estimated budget with a breakdown of costs

After submitting your event proposal, please wait for approval from a GSA member. 

After Approval

Once approved, follow these steps to plan your event:

Reserve a Room

Contact the GSA VP for Other Grad Organizations or GSA VP to book a space. You’re encouraged to use the EMS system. If you don’t have access, GSA can help!​

1. Log in with your group email (e.g., [email protected]) as the username.
2. You’ll need a separate EMS password, which you can get from GSA.
   1. You do not need access to the actual email account—just the email address and EMS password.

Order Food

1. Use Sodexo/Catertrax for Bentley Catering.
   1. If you want to use a non-University vendor, you must get approval first, ​and send it to the VP of Grad Organizations or GSA VP along with your event proposal. You must get a formal invoice that lists all items ordered.
2. Outside guests or speakers cannot bring their own food to events. However, they may order through Sodexo or Bentley Catering if needed.
3. For casual meetings, participants may buy their own meals from the dining hall—but organizations cannot provide or serve outside food.
4. No alcohol is allowed at any graduate organization events.
5. Home-cooked food may not be served to other students.

Off Campus Events

If hosting an Off Campus Event:

1. Students must sign Liability Waiver Forms before the trip. These can be found on Campus Groups.
2. Submit all signed forms to the GSA at least 3 days before the event.
3. Carpools are not allowed to be organized by Graduate Organizations.

Submit Your Flyer

All event flyers, either physical or digital, must be approved. Do not post or share unapproved flyers on any platform—including social media, direct mail, or around campus. Flyers must be posted no later than 10 days before the event.

Digital Only:

1. Flyer Specifics: 
   1. All flyers must clearly state that your organization is part of the GSA.
      1. Include the tagline: “Funded by the graduate student activity fees.”
2. Once you've made your flyer, send your flyer to the VP of Grad Organizations or GSA VP for approval before submitting it to the Student Center.
3. Make sure your flyer follows the Student Handbook posting policies.

Printing Flyers:

1. Flyer Specifics: 
   1. All flyers must clearly state that your organization is part of the GSA.
      1. Include the tagline: “Funded by the graduate student activity fees.”
   2. Flyers must be letter-sized (8.5 x 11 inches).
2. Once you've made your flyer, send your flyer to the VP of Grad Organizations or GSA VP for approval before submitting it to the Student Center.
3. Final flyer approval is done by the Office of Student Programs & Engagement. You must receive this approval before posting flyers on campus.
4. Submit the approved flyer to the VP of Grad Organizations or GSA VP at least 10 days before you need it, to allow time for processing and printing. 
5. Make sure your flyer follows the Student Handbook posting policies.
6. If you need help, email [email protected] or visit the Business Center in the Student Center.

Failing to follow these rules may result in your event not being sponsored by the GSA.

Reimbursements

• Reimbursement requests must be submitted by the last day of classes in the same semester the event took place. Late submissions will not be accepted.
• You must submit original receipts and all related invoices.
• Submit everything to the GSA Treasurer, along with a completed Purchase Summary that lists all items purchased with brief descriptions.
• Include as much supporting documentation as possible—such as a list of student attendees.
• Once approved by the Treasurer, your documents will be sent to the GSA Advisor for processing.
• Reimbursements will be issued by check. If additional information is needed, GSA will contact you.
• You will be notified as soon as your check is ready.

Logo and Master File

Your role as Bentley Grad Org

View Master file

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